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…