Executive Administrative Associate

Responsibilities

• Provide excellent customer service to staff, clients, and visitors
• Provide detailed administrative support to the staff of the Admin Department
• Support the operation of the 126 Hyde office (maintaining reception, front lobby, office supply, conference rooms and break areas; providing referrals to drop-in clients, staff, and visitors; submitting work orders, and managing shared calendars)
• Arrange, assist in preparation for, and schedule trainings and meetings
• Help coordinate and implement tenant appreciation and agency-wide employee engagement events
• Order, inventory, assign, and continually organize office and janitorial supplies for THC
• Maintain agency-wide staff directories
• Coordinate agency-wide interdepartmental mail delivery
• Create documents and assist in creating systems for various administrative functions throughout the agency
• Support the maintenance of THC’s website and online staff intranet
• Assist in the creation, distribution, and collection and results processing of THC’s annual Client Satisfaction Survey
• Attend all scheduled meetings and participate as requested, typing detailed meeting notes when necessary
• Produce and order staff business cards and THC-branded materials
• Maintain employee files in compliance with all applicable laws, rules, policies, and regulations
• Prepare donation acknowledgement letters and support agency-wide donation tracking
• Manage agency-wide supply ordering account and provide support to staff as needed
• Assist in the organization and maintenance of electronic and hard copy files
• Scan, file, copy, mail, and create packets and mailers as requested
• Maintain postage machine and report on monthly department postage use
• Coordinate confidential document destruction throughout agency administrative sites as needed
• Coordinate distribution of the monthly birthday and anniversary notices
• Coordinate distribution of the monthly Core Value Recognition list
• Coordinate distribution of updated Policies and Procedures and track staff receipt and acknowledgement
• Work in collaboration with other departments to complete priority projects and address emerging issues
• Respond to all phone messages, tenant/client requests, staff requests, and emails promptly and appropriately
• Maintain confidentiality of employee records and concerns
• Work with Associate Director of Communications and Administration, Deputy Director, and Executive Director on special projects as assigned

• High School degree or equivalent required; BA/BS degree preferred
• Minimum of 1 year of experience providing administrative support in an office or comparable job experience
• Proficient in Microsoft Office Suite, able to complete paperwork accurately, and write business correspondence
• Demonstrated problem‑solving skills
• Experience navigating a database and excellent data entry skills
• Ability to read, understand, and apply language from manuals, policies, technical procedures, and instructions
• Demonstrated customer service and reception skills
• Strong oral and written communication in English
• Ability to handle multiple tasks simultaneously in a fast‑paced environment with excellent attention to detail
• Demonstrated organizational and filing skills
• Pass all post‑contingency offer background checks, reference checks, and TB screening clearance
• Experience working with diverse, low‑income, homeless, or formerly homeless population preferred
• Experience working in non‑profit or public sector preferred

• Demonstrates passion, commitment, and behaviors consistent with THC’s Mission, Core Values, and Customer Service Philosophy
• Adapts well to change and remains professional, respectful, and composed at all times
• Is mature, honest, dependable, and accountable
• Establishes and maintains effective relationships and boundaries, communicating with clients, coworkers, supervisors, and external parties and fostering respect and trust
• Exercises good judgment in handling confidential information about clients and coworkers
• Works well independently, collaboratively, and as a team member
• Follows instructions completely and asks for help or guidance from supervisors when needed
• Has good time‑management skills and is punctual to work, meetings, and events
• Refrains from actions that may result in conflict or that may be determined as aggressive, threatening, or violent
• Takes pride in work and performs all assigned duties diligently, efficiently, and effectively

This job description reflects management's assignment of essential functions. It does not prescribe or restrict the tasks that may be assigned.