Executive Assistant - Hearth : Job Details

Primary Function:

The Executive Assistant provides executive support to the Board of Directors, President & CEO, and manages office administration for Hearth's main office. This role supports Hearth's strategic and operational needs by ensuring effective communication, organization, and confidentiality across executive functions.

Position Outcomes:

1. Board meetings, committee meetings, and key leadership meetings are efficiently organized and documented.

2. The administrative and logistical needs of the Board of Directors, President & CEO, and main office are proactively managed.

3. A company culture is fostered that aligns with Hearth's values and strategic priorities.

Major Functions:

• Board Communication

• Meeting Scheduling, Notices, Materials, and Minutes

• Maintenance of Organizational Records

• Non-Voting Officer of the Board

• Executive Support to President & CEO

• Office Management

• Notary Services

Key Responsibilities:

• Board and Committee Support

o Act as recording secretary for Board and committee meetings, managing agenda preparation, setup, and attendance.

o Distribute agendas and materials, document meetings, maintain records of Board actions, and track action items for follow-up.

o Coordinate virtual and in-person meeting logistics, including equipment setup.

• Document Certification

o In the Clerk's absence, use the company seal to certify essential organizational documents, ensuring Board authorization.

• Records and Compliance

o Provide organizational and Board records to the Finance Department as required for audits.

o Ensure compliance with Women Owned Nonprofit certification standards.

• Office and Vendor Management

o Oversee office supply inventory, ensuring timely restocking of essential items.

o Manage vendor relationships for secure shredding, postage, office supplies, and other office services.

o Process and track payments for office management vendors and supply expenses across programs and locations.

• Notary Services

o Provide notarization services for staff as needed, ensuring accuracy and confidentiality.

• Courier and Mail Management

o Arrange courier services and manage mail collection for office staff.

• Executive Support for CEO

o Manage the CEO's calendar, aligning appointments with the organization's priorities.

o Track and delegate the CEO's commitments, projects, and tasks, adjusting priorities as needed to meet deadlines and strategic goals.

• Supervisory Responsibilities

o May oversee non-management positions, such as a receptionist, ensuring office efficiency and alignment with organizational standards.

• Organizational Representation

o Participate in organizational events and represent Hearth positively in public interactions.

• Other Duties

o Perform additional tasks as assigned by the President & CEO to support Hearth's mission and goals.

Qualifications:

• 5+ years as an Executive Assistant

• College degree required.

• Advanced proficiency in Microsoft Office (Word, PowerPoint, Excel).

• Strong written and verbal communication skills.

• Exceptional attention to detail, organizational skills, and ability to maintain confidentiality in handling sensitive information.