Executive Assistant

Executive Assistant — Full Time

Date: 6/5/24

Status: Full time, Salary, Exempt

Reports to: CEO

Direct Reports: None

Position Overview

Habitat for Humanity of Greater Fort Wayne is a nonprofit Christian housing ministry that unites volunteers and local investors with qualified families to build safe, stable, affordable homes in Northeast Indiana.

The Executive Assistant serves as a partner with the CEO and CFO in executing the mission, vision, and strategy of Habitat for Humanity of Greater Fort Wayne.  This position provides support to the CEO, serves as a liaison to the board of directors, and assists the CFO with administrative HR tasks.

Applicants should exemplify Habitat’s core values of Faithful, Thoughtful, Sustainable, Collaborative, and Transformational.  The ideal candidate will love details, processes, and be driven to get priority tasks done.  To be successful they must anticipate needs and be able to build trust.  The best fit will have the unique ability to dig in, live in the details, find solutions, and then communicate clearly, with empathy to diverse groups of people, all with minimal oversight.

Main Responsibilities

• Manage the CEO’s active calendar.
• Schedule meetings with donors and community partners.
• Screen phone calls and filter email for the CEO, solving issues and delegating as necessary and as predetermined.
• Assist with post-meeting follow-up.
• Communicate with stakeholders on the CEO’s behalf when appropriate.
• Serve as the CEO’s administrative liaison to the Habitat Board of Directors.
• Manage and coordinate board of director meetings and committee meetings, including sending reminders and calendar invites, compiling and finalizing materials, distributing board packets, preparing handouts, and keeping meeting minutes.
• Assist board chair and executive committee members with administrative support as needed.
• Oversee Habitat’s HR-related data and system management.
• Manage the hiring process in collaboration with the hiring manager, which may include recruitment, job posting, application review, and applicant screening.
• Own the new hire checklist and work with the hiring manager to ensure successful onboarding is completed.
• Initiate internal communications to staff as directed.
• Other duties as assigned.

Competencies

• Excellent phone skills with top-notch customer service.
• Extremely comfortable composing and preparing written correspondence.
• Resourceful and able to find resolutions with little direction.
• Maintain discretion, confidentiality, and good judgment.
• High level of professionalism and emotional maturity.
• Capable of managing competing priorities.
• Driven to provide timely deliverables with excellence.
• Garner all available resources to maximize effectiveness.
• Willing to accept responsibility and take on new opportunities.
• Able to work independently and figure things out.
• Capable of exercising autonomy and timely decision-making.
• Highly organized.
• Able to maintain order amid complexity in a fast-paced environment.
• Advanced proficiency in Microsoft Excel, Word, and Outlook.
• Basic knowledge of Adobe Acrobat Pro.

Experience

• Minimum of 5 years of related experience required.
• 7 or more years of related experience preferred.

Physical Requirements

• Prolonged periods of sitting or standing at a desk and working on a computer.
• Manual dexterity and visual acuity for tablet and computer use.
• Able to utilize the telephone to communicate with others, inside and outside of an office environment.

Habitat for Humanity of Greater Fort Wayne is firmly committed to being an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.