Executive Assistant and Board Coordinator (692)

Job Description: POSITION SUMMARY Under the direct supervision of the Governance Manager & Senior Assistant to the CEO & President (the “Governance Manager”), provides comprehensive support and coordination for Eden Housing’s (1) board of directors, board committees, and those of its affiliated entities, (2) President & CEO, and (3) General Counsel. Always represents Eden Housing with a high degree of professionalism, discretion, diplomacy, tact, and strong customer service orientation. ESSENTIAL DUTIES AND RESPONSIBILITIES BOARD & BOARD COMMITTEE SUPPORT (EHI/EHMI/EHRSI BOARDS, ALL MGP CORPORATIONS, PROPERTY BOARDS, BOARD COMMITTEES, AND ALL OTHER BOARDS) (50%)Maintains hard copy and electronic files for boards and committees.Maintains board orientation binder, board databases, board lists, board policies, new member orientations, board affiliation lists, and online board resources.Maintains separate lists of confidential information and controls access to information in accordance with highest confidentiality standards.Maintains and updates annual board and board committee calendar, and schedules meetings.Assists the Governance Manager in monitoring the systems in place for Board/Committee approval requests.Coordinates collection of, and prepares, board meeting materials and approval requests, and distributes board and committee meeting packets at least one week in advance of the meeting, ensuring an accurate and high-quality packet, Sends reminders to board & committee members before meetings and confirms quorums for each meeting.Coordinates in-person board meeting logistics including meeting room/venue, travel, food, vendors, equipment, access, day of event support, and processes related payables and expense reimbursements.Attends and participates in board meetings as appropriate, including facilitating agenda management and oversight, recording attendance, and note-taking.Oversees the production of minutes for review by the Governance Manager and Executive Team.Assists with board documentation and reporting requirements including but not limited to Bylaws updates, record keeping for approved resolutions, and other documentation.Provides training and support for board members use of online board resources and meeting technology.Establishing and maintaining logs and manuals for corporate information, DUNS numbers (SAM.GOV) and other programs as requested.Coordinates and obtains signatures from directors, officers, and executives for resolutions as needed.Serve as backup and support to the Property Operations Executive Assistant and Governance Manager on an as-needed basis for timely and proper completion of property board packets.Provides any and all other board related administrative support as needed.Coordinates and provides administrative support for annual Eden Housing Scholarship Program.Ability to take initiative and provide main support for Eden’s Board and Committees in the absence of the Governance Manager.In conjunction with the Governance Manager and the Manager of Corporate & Development Administration, ensures that internal and external corporate reporting requirements with the State of California (certificates of good standing), and other entities are created and updated as appropriate.In conjunction with the Governance Manager, provides administrative support for Eden’s resident scholarship program, including meeting, related administration, facilitating the check process, and event planning and day-of support. SUPPORT AND SCHEDULING FOR EDEN’S PRESIDENT & CEO AND EXECUTIVE TEAM (25%)Manages day-to-day calendar support for the President & CEO, including meetings, reservations, and conference calls.Works with the Governance Manager to make all travel arrangements for the President & CEOManages preparation of all expense reports on behalf of the President & CEOAssists the Governance Manager in supporting Eden’s President & CEO w meeting logistics including meeting room/venue, travel, food, vendors, equipment, access, day of event support, and processes related payables and expense reimbursements.Maintains confidential and tactful communication with the President & CEO, and other Executive and Extended Leadership Teams as needed.Assists in calendar requests and schedule management for the President & CEO, and/or other Executive Team members as needed. SUPPORT FOR MEETINGS, PROJECTS, OR INITIATIVES FOR EDEN’S GENERAL COUNSEL (25%)Provides administrative support to the Legal Department.Maintains Legal Department’s docket and ensures follow up as needed.Maintains electronic and hard copy files for the Legal Department.Assists in the creation, production, and distribution of meeting presentation materials.Maintains accurate and up-to-date document and record management (and when needed, destruction) of electronic and hard-copy records and files.Regularly monitors Legal Department email inbox.Prepares both email and mail correspondence as needed.Regularly updates and maintains Legal Department resources on Eden’s intranet. OTHER DUTIESProvides support for other administrative and departmental staff as needed.Provides support for All Company Meetings, Grand Openings, and Groundbreakings, employee bonding and appreciation events and other company events as necessary.Actively participate in our culture of inclusivity.Must have access to reliable transportation to travel during the business day to Eden properties, training sites and retail stores. EDUCATION and/or EXPERIENCE Two-year associate degree or above required (four-year degree preferred) plus two years related experience and/or training, with demonstrated success. CERTIFICATES, LICENSES, REGISTRATIONS Valid California Driver’s License, automobile insurance and access to car required. California Notary License required within 12 months of hire and maintained thereafter. PREFERRED SKILLS and/or ABILITIESFlexible, creative, detail-oriented, and well organized. Ability to work under pressure and meet deadlines.Strong reading comprehension and communication (verbal and written) skills.Demonstrated ability to work productively and manage time effectively, both independently and in a team.Ability to determine and plan project timeframes, procedures, and resources for accomplishing projects.Proven ability to exercise tact and maintain confidentiality, excellent judgement, diplomacy, initiative.Experience working with diverse teams and populations.Confident and comfortable communicating with high-profile individuals.Type professionally and accurately at a minimum of 60 wpm.Proficient in Microsoft Word, Excel, Outlook. Adobe Creative Suite.Proficient with general office equipment (copiers, scanners, fax machines, postage machines).Ability to handle shifting and multiple priorities, including the ability to appropriately identify prioritization of tasks.Commitment to Eden’s goals and vision and motivation for professional growth. LANGUAGE, MATH & REASONING SKILLS Ability to read and comprehend written instructions, short correspondence, board related memos and resolutions, legal documents, contracts, and court filings. Ability to write clear and effective correspondence, written materials, presentation materials, and have experience with various programs across Microsoft Suite. Ability to effectively present information in one-on-one situations to customers, clients, and other employees of the organization. Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent. Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle; reach with hands and arms; and talk or hear. The employee frequently is required to stand, walk and climb stairs. The employee is occasionally required to stoop, kneel, and crouch. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus. Ability to sit and concentrate for extended periods of time. LOCATION & WORK ENVIRONMENT This is a hybrid position based in the Hayward Central Office which requires a minimum of two days per week in-office. Due to the often-urgent nature of the Board, Legal and Executive Team work, this person is expected to come into the office on specific days as needed/requested on short notice and may be required to be in-office more than two days per week if needed. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually moderate. QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. JOB DESCRIPTION REVISION This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts or working conditions associated with this job. While this job description is intended to be an accurate reflection of the current job management reserves the right to revise the job or to require that other or different tasks are performed when circumstances change. This job description replaces all previous descriptions for this position. Eden Housing is an equal opportunity employer. Eden Housing does not discriminate based on race, color, religion, sex, disability, familial status, national origin, or any other arbitrary basis. Company Description: Actively supports Eden’s mission of creating and sustaining high-quality affordable housing communities that advance equity and opportunity for all. Department: Property Management Location: Varies Reports To: Property Supervisor FLSA Status: Non-Exempt Last Updated: December 31, 2023 Pay Grade: EHMI 10 POSITION SUMMARY Under the direction of the Property Supervisor. The Community Manager III is responsible for the overall operation of multiple sites or a single large property, meeting certain criteria, the day-to-day implementation of those policies, procedures and programs that will assure a well-managed, well-maintained community within established management operating and fiscal policies and assuring compliance with all regulatory agencies and investors. This includes developing within the properties a supportive environment for all residents, assuring for all properties sound fiscal management, maintaining an acceptable occupancy level, maintaining clean, well-maintained building(s) and grounds, managing the onsite staff and their duties, interacting with and supervising vendors, and if applicable, working with a Board of Directors. The Community Manager III must relate well to people, must exercise good judgment and discretion in dealing with residents, visitors, vendors, and staff. The Community Manager III is required to provide leadership in developing multiple communities and in directing the staff. The Community Manager III is expected to facilitate a staff that functions as a team and is cooperative with each other, the residents, and visitors to each property under their supervision. The Community Manager III directly supervises two or more employees—up to and including Community Managers I & II, Assistant Managers, Maintenance Technicians, and Janitors--in accordance with Eden Housing’s policies and applicable laws. A Community Manager III who lives on-site will be responsible for performing the duties and responsibilities listed in the attached Night Manager job description that includes responding to all after-hours emergencies or building problems that arise. ESSENTIAL DUTIES AND RESPONSIBILITIES Physical Asset and Maintenance/Janitorial Management Supervises maintenance and janitorial staff, including any contract or temporary personnel working at the property. Supervises all vendors, contractors, and providers of service to the properties, whether paid or volunteer, to ensure completion and quality of product provided. Assists Facilities Coordinator to schedule personnel to be available for emergency maintenance. Supervises or performs the scheduling of routine maintenance and janitorial work. Completes regular follow up inspections or phone audits on maintenance and janitorial work to ensure quality control. Ensures adherence to preventative maintenance checklists by day, week, month, or year for maintenance personnel to perform, ensures the completion of tasks on the checklists, and ensures that all work is completed in a timely manner. Performs continual informal inspections of the properties to ensure they are being properly maintained and that mechanical devices are in working order, and that the environment is safe and attractive. Performs quarterly safety inspections in compliance with OSHA laws. Inspects exterior and interior common areas of the properties weekly using approved checklist. Performs annual or more frequent inspections of units and follows up with housekeeping letters, preparation of work orders and maintenance chargebacks to residents. Ensures all vacant apartment turnover procedures are followed, and that turnovers are accomplished within a timeframe and manner consistent with Eden Housing standards, and in accordance with budgetary goals and limitations. Reviews completed and outstanding work orders daily. Ensures the work orders are completed in a timely manner and closed properly in Yardi, consistent with Eden policies and procedures. In conjunction with Facilities, prepares list of capital replacements required or anticipated, when applicable, and submits to Property Supervisor in advance of budget preparation. Prepares inventory of building contents, tools and equipment annually or as requested, and forwards to Property Supervisor for review. In conjunction with Facilities, bids out and selects contract services, negotiates vendor service agreements, and monitors day-to-day vendor performance to assure full compliance with standards established within the service agreement under the supervision of the Property Supervisor.