Executive Assistant at Hope Haven of East Texas in Tyler, TX

Hope Haven of East Texas is a Christian, faith-based non-profit ministry that provides for the physical, emotional, educational, and spiritual needs of children in foster care.

We demonstrate Christ's love to forgotten children and teens in the foster care system by providing home, healing, and hope because every child deserves to be safe and equipped for their future.

EXECUTIVE ASSISTANT

Reports To: Executive Director

Qualifications:

1. Bachelor’s degree is required.
2. Experience working for a nonprofit organization
3. Five years of related experience working in an administrative role supporting organizational leadership
4. High level of discretion and confidentiality
5. Strong time management skills and ability to organize and coordinate multiple concurrent projects
6. Demonstrated ability to communicate effectively and professionally

Primary Purpose: The Executive Assistant is responsible for high-level administrative support to the Executive Director and members of the senior leadership team to make the greatest missional impact by proactively managing details and tasks, clearing the path for the Executive Director to focus on leadership, vision, strategy, and big picture performance and goals.

Compensation Status: Salaried

GENERAL RESPONSIBLITIES AND DUTIES

1. Ensure that the Executive Director is informed through preparation of meetings, agendas, and reports as to the operational status of Hope Haven to include calendar of events, meetings, public relations, travel arrangements, and correspondence.
2. Communicate on the Executive Director’s behalf, both internally and externally.
3. Assist as necessary the tracking and communication of services via contract with the Texas Department of Family and Protective Services, Single Source Continuum Contractors, and Texas Department of Health and Human Services.
4. Serve as liaison to the Hope Haven of East Texas and Hope Haven Family Solutions Boards, managing communications and flow of information to the Board of Directors and board committees and assisting in meetings and Board functions.
5. Manage email and calendar on behalf of the Executive Director.
6. Assist in preparing and managing presentations, including PowerPoint and other media sources.
7. Serve as a point of contact for internal and external stakeholders, community representatives, middle management, and visitors.
8. Maintain records, preparing reports, and ensuring compliance with relevant regulations and reporting requirements.
9. Read, research, and collect data and trends in the foster care and nonprofit communities for the Executive Director’s needs.
10. Complete projects and other administrative tasks as assigned.
11. Strive to embody the qualities of joy, collaboration, proactivity, and compassion and possess a commitment to the Christian faith-based mission of Hope Haven of East Texas as outlined in its Statement of Faith and Mission statement.

PROFICIENCIES:

1. High attention to detail and accuracy to provide informed administrative support
2. Strong organizational and time management skills
3. Excellent communication skills, in both written and oral form. This includes proficiency in spelling, grammar, and punctuation, and the ability to take a large amount of information and summarize it quickly and accurately on a regular basis. Communication must be responsive across multiple channels without the loss of details and must be professional, representing the Executive Director and embodying the mission and values of the organization well.
4. High level of discretion when working with confidential and sensitive information. This includes the ability to collaborate with leadership in various departments and to communicate calmly, thoughtfully, and without complaining, gossiping, or making excuses.
5. Proficiency using Microsoft Office Suite and a variety of office software and technology
6. Ability to coordinate multiple individuals, projects, and activities
7. Ability to discern, differentiate, and respond appropriately to a broad range of people and circumstances
8. Ability to adapt, work in a fast-paced environment, and have strong problem-solving skills

EQUIPMENT USED: Computer, copier, software, and related office equipment.

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities, duties and skills that may be required.