Office Coordinator​/Administrative Assistant

Housing Trust (HT) is looking for exceptional people who believe that safe, stable affordable housing opens the door to better living for everyone. We embrace diversity. We nurture it and we thrive on it because it benefits our organization, our partners, and our community. We are seeking a mission and results driven individual for an amazing opportunity in our Administration Team.

Housing Trust is leading the effort to create a strong, affordable housing market in the greater Bay Area as one of the region’s highest-volume nonprofit housing lenders. Serving people experiencing homelessness to renters to first-time home buyers, we assist a wide range of residents with programs across the entire spectrum of housing issues. Since 2000, Housing Trust has invested $690 million – creating over 28,700 affordable housing opportunities serving over 53,800 of our neighbors.

The Office Coordinator/Administrative Assistant will report to the VP of Finance and play a critical role in maintaining a welcoming, efficient, and well-organized office environment. This position will provide high-level administrative and logistical support across the organization, with particular emphasis on office operations, executive administrative support, event and meeting logistics, and cross-departmental coordination.

This role serves as a key point of contact for daily office needs and is responsible for ensuring operational smoothness, cost-effective coordination of logistics, and consistent support for the Senior Team of five (excluding the CEO) and internal departments.

This is a broad-based administrative role for someone comfortable moving between executive scheduling, office operations, event planning, basic technology support, and project coordination throughout the day. The position starts at 35 hours a week, with the opportunity to grow into 40 hours over time.

Responsibilities include but are not limited to the following:

• Provide calendar management and scheduling support across five executives, including travel, meeting coordination, conference room booking, and related logistics.
• Create purchase orders and expense reports for 2–3 of the executives.
• Provide scheduling and logistical support for the CCRO's Credit Training Program, including quarterly in-depth training sessions and more frequent team touch points; assist with survey/polling tool setup (e.g., Slido) for these sessions.
• Support Risk and Control Self-Assessment (RCSA) coordination for the Enterprise Risk Management Program: scheduling a rolling series of meetings across departments, tracking staff responses over time, and assisting with survey administration, in partnership with the Compliance and Risk Manager.
• Participate in monthly multifamily department business development team meetings and set up in-person follow-up meetings that arise from them.
• Support data entry and record maintenance in Salesforce, including inputting new developer relationships, maintaining developer contact information, and entering contacts for other executives.
• Prepare customer and board presentations and meeting materials.
• Assist with project support such as ordering appraisals and obtaining quotes from vendors.
• Support administrative projects including printing/mailing, obtaining signatures, and general document preparation.

• Create a welcoming, professional atmosphere for visitors and staff; maintain a clean, organized, well-stocked office, including supplies, snacks/beverages, and kitchen upkeep.
• Process incoming mail and packages, including Fed Ex, and distribute accordingly.
• Coordinate with vendors and service providers for office maintenance and repairs; submit and track facilities/maintenance requests and manage parking passes.
• Keep conference rooms clean, organized, and meeting-ready.
• Purchase birthday/anniversary cakes, send cards, and coordinate brief team recognition moments for approximately 40 employees; maintain the team calendar of birthdays and anniversaries.
• Support Oakland office needs, including monthly supply orders, coordinating deliveries with the local team, and traveling to the Oakland office approximately once per month.
• Serve as the first point of contact for basic day-to-day office technology issues, such as printers, fax, telephones, and computer supply recommendations, resolving simple requests directly and…