Executive Administrative Assistant - Beyond Housing

Executive Administrative Assistant 

Job Description

Overview: Beyond Housing is a nationally recognized community development organization that works to strengthen families and transform underserved communities to create a stronger, more equitable, and prosperous St. Louis region for all. We engage where we’re needed, focusing on building consensus among leaders, providing and preserving housing, fostering community structures that shape lives, and guiding systems that make people’s lives better.

We lead with vision for what a community can be ~ every community is different, but thriving communities tend to share the same basic set of positive traits regarding housing, safety, education, health, infrastructure, and access to basic human services.

We bring together leaders and resources, volunteers, and citizens, and pursue a wide assortment of creative approaches to build stronger, healthier communities for life.

Finally, we are community builders, not kingdom builders. “It’s their neighborhood, future, & dreams”. Our objective is to help build and contribute the good things we do for the sake of adding value to the lives of the people we’re honored to serve. 

Position Summary: The Executive Administrative Assistant is primarily responsible for supporting the President/CEO and administrative organizational management oversight. Administrative tasks will include, among others, calendar and communication management, travel arrangements, meeting support, document management, and some external partner relationships. This is a dynamic role and will require the need to adapt to changing priorities and tasks. The overarching goal is to provide highly efficient support to the President/CEO, allowing them to focus on their core responsibilities.

Essential Functions & Other Responsibilities: 

• Manage the President/CEO’s calendar, schedule, and coordinate appointments, meetings, and events. Act as gatekeeper, managing access to his time and scheduling and handling routine tasks on his behalf.

• Handle all communication and document preparation: screen and manage incoming calls, emails, and other communications, as well as draft, edit, and proofread correspondence on his behalf. Prepare and edit reports, presentations, and other documents ensuring accuracy and consistency.

• Attend meetings, take minutes, distribute meeting materials, and coordinate logistics for meetings and conferences, completing all follow-up tasks as needed.

• Assist President/CEO with board/committee scheduling and work for Beyond Housing, 24:1 Community Land Trust, Beyond Housing Capital Fund Inc., and external boards and other groups as needed.  

• Prioritize tasks and manage deadlines for the President/CEO, anticipating needs and proactively handling issues as they arise.

• Complete other administrative tasks, including booking travel, providing support on special projects or initiatives, and coordinating site visits and tours. 

• Provide oversight for organizational administration and management.

• Maintain confidentiality and handle sensitive information with discretion. 

• Perform other duties as assigned. 

Core Competency Requirements:   

• Collaborative -- A dynamic personality that is collaboratively minded, can recognize and identify strengths, seek consensus around mutual goals, and build meaningful relationships. 

• Creative and Curious -- A systems-thinker and builder, who is not afraid to be innovative in designing solutions and has skills in articulating these ideas and concepts. 

• Methodical -- Strong analytical, systems, and problem-solving skills to evaluate performance, prepare reports, and recommend/implement solutions using independent judgment. Ability to move from concepts to action through strong program design and evaluation. 

• Reliable -- Leadership skills that reflect and value a team approach, demonstrated integrity, effectiveness, efficiency, and the ability to deliver high quality service. Highly capable of handling multiple tasks, projects, and timelines. Excellent oral and written communications skills. 

• Trusted -- Ability to work with residents, partners, and staff of diversified backgrounds with a positive, optimistic, solutions-oriented attitude. Shares a deep respect for the community, its stakeholders, and the residents that we serve.  

• Driven -- Passion for the work and an interest in continuous learning and improvement. 

Experience and Qualifications: 

• An associate or bachelor’s degree in business administration or a related field, preferred.

• Previous experience as an executive administrative assistant or similar role supporting high level management.

• Strong organizational skills and excellent verbal and written communication skills are essential.

• The ability to prioritize tasks, manage time effectively, and handle multiple responsibilities concurrently.

• A professional demeanor and the ability to take a proactive approach to anticipate needs and take initiative in handling tasks without constant supervision is a must.

• Must demonstrative critical thinking & problem-solving skills while delivering quality results in the face of multiple competing projects/assignments. 

• Strong interpersonal skills and a demonstrated capacity to connect with individuals across racial, ethnic, cultural, religious, gender, sexual orientation, ability, and other identities required.

• Must demonstrate proficiency in the use of Microsoft Office applications including Word, Excel, Power Point, and Outlook.

• Ability to set up and facilitate virtual meetings via Zoom, Webex, and other virtual platforms.

• Ability to work occasional evening and weekend hours as needed is required.

• Must have access to reliable, insured personal vehicle transportation.

Supervision:

• Supervises – Administrative Office and Customer Service Manager

• Supervisor – Chief Operating Officer

Salary and Benefits: 

• Benefits:  Full-time salaried position with benefits for full-time position as determined in current Beyond Housing Employee Handbook 

• Salary:  $60,000 - $70,000

Application Instructions:

Please send resume, cover letter in MS Word format to HR@beyondhousing.org. 

Beyond Housing believes that each individual is unique and we are committed to respecting the diversity of all individuals. We strive to move beyond simple tolerance, embracing and celebrating the differences contained within each of us, making us stronger as whole.

The above statements are intended to describe the general nature and level of work being performed by people assigned to this position.  They are not intended to be a complete list of all responsibilities, duties, and skills required.  Beyond Housing is an Equal Opportunity Employer.

ADA – Beyond Housing is committed to furthering the purpose of the American with Disabilities Act (ADA).  The company is always willing to consider reasonable accommodations, which may allow a disabled person to perform this or any other job.  The Summary of Physical Requirements is a list of what we believe at this point to be necessary to perform the essential functions of the job. 

Diversity & Inclusion Statement: At Beyond Housing, we are committed to promoting Diversity, Inclusion, and Equity throughout our organization and culture. We strive to understand and appreciate the individuality of every employee and create a better place to work for all. We nurture a culture where everyone positively acknowledges equity through action and is aware, understanding, and appreciative of diversity. 

Our vision is to go beyond simple tolerance and fully embrace the things that make each person unique. We recognize that our employees’ differences support our ability to advance equity for the communities we serve. Further, we understand that equity is critical to the fulfillment of our mission to help entire communities become better places to live.