Bilingual-Executive Asst-Non Profit

Executive Support

• Serves as administrative support to executive management staff, including in complex and/or confidential matters, directly reporting to the Director of HR and Administration. Provides clerical services by designing and implementing administrative systems, procedures, and policies, and monitoring administrative projects. Assists the CEO with a broad variety of daily administrative duties and tasks.
• Provides confidential administrative and project support for the Executive Officer, and Board of Directors; acts as a liaison between the Executive team, other staff, outside agencies, and the public, coordinating resolutions when appropriate.
• Composes, types, edits, and proofreads a variety of complex documents, including forms, memos, administrative, statistical, financial, and staff reports, and legal and general correspondence for the Executive Officer and Board of Directors; inputs and retrieves data; checks draft documents for punctuation, spelling, and grammar; makes or suggests corrections; redacts confidential information as needed.
• Organizes and carries out administrative assignments; research, compiles, and organizes information and data from various sources on a variety of specialized topics related to programs in assigned area; checks and tabulates standard mathematical or statistical data; prepares and assembles reports and other informational materials.
• Makes all travel arrangements, including transportation, and lodging, conference/training registrations for Executive staff and Board members and prepares and submits travel reimbursements requests as needed.
• Provide support to front desk to include screenings calls, visitors, and incoming mail and emails; assists and directs walk-ins, tenants, property managers, property owners, and other agencies to appropriate locations and/or staff; responds to complaints and requests for information; interprets and applies regulations, policies, procedures, systems, rules, and precedents in response to inquiries and complaints from the public.
• Supports the Executive Officer in his/her external commitments related to boards, committees and other groups.
• Coordinate quarterly staff meetings, management team meetings and other ad hoc meetings, as required. Manages conference room calendars
• Assists in event planning, including staff events.
• Oversees corporate office building tenant relationships, including work order needs and coordination of maintenance schedules.
• Performs other duties as assigned

• Serve as Point of Contact to the Board of Directors, taking minutes during Board Meetings, and streamlining communications.
• Provides support to the Board of Directors by managing board relations; compiling, preparing, organizing and processing Board meeting agenda packets; preparing various documents including resolutions, reports, memoranda, meeting notices and other related meeting documents; and providing travel arrangements for the Commissioners. Provides similar clerical support for affiliate non-profits.
• Provides administrative support for a variety of Board meetings, including affiliate entity board meetings and management meetings; schedules meetings, prepares agendas, assembles and distributes packets, attends meetings, takes and transcribes meeting minutes, and records official action taken at Board meetings; maintains official meeting records, such as resolutions, contracts, and other official files and documents; ensures that records with the State or other governing agencies are kept up-to-date;
  
  follows-up on outstanding action items from each Board meeting where necessary.

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