Executive Assistant - Project Coordinator (On-site)

Description

POSITION SUMMARY:

The Executive Assistant - Project Coordinator provides administrative support to an Executive team member and project support as needed, using knowledge of the organization, policies, and a high level of technical skill. This position operates with considerable independent judgment and initiative, and collaboration throughout the department and across the executive team. This position requires exceptional planning, calendar and email management, organizational skills, strict confidentiality, and a strong presence in all communication types. The Executive Assistant - Project Coordinator is proactive, resilient and adapts to changing business priorities.  

Adhere to PACT values. (Purpose: Using our strengths passionately to contribute to our mission. Accountability: Choosing to rise above one’s circumstances and demonstrating ownership to achieve results. See It. Own It. Solve It. Do It. Courage: Standing up for what’s right and acting. Transparency: Doing things openly and honestly). 

ESSENTIAL JOB FUNCTIONS:

1. Reliable, consistent, on-site attendance is a requirement. This position requires dependable attendance to meet the needs of the business, including attending and participating in meetings and presentations.
2. Coordinates and accurately maintains the Executive's calendar and email to optimize time and information sharing. Proactively makes alternative arrangements for conflicts of scheduling.
3. Coordinates all aspects of travel, meetings, and other events, including managing expenses by collecting receipts, coding expense reports, and submitting a reimbursement request. Provides Accounting with a complete and balanced copy of all statements and receipts with proper approvals. Responsible for handling all discrepancies, returns, and/or credits through the credit card website and/or NetSuite.
4. Knowledgeable of department and organizational systems (i.e., NetSuite, Paylocity).
5. Monitors deadlines, follows up on delegated tasks, and provides appropriate reminders. 
6. Operates with a high level of integrity and the ability to maintain strict confidentiality.
7. Provides data analysis and reporting as requested, such as canned reports and scorecards.
8. Supports local employee engagement activities such as team recognition, events, etc.
9. Submits IT requests and ensures distribution lists are accurate. 
10. Coordinates a variety of tasks, events, or special projects in support of the Executive’s function and department.
11. Provides meeting agendas, captures notes, meeting minutes, and action items as appropriate; distributes, archives, and schedules follow-up meetings as action items dictate.  
12. Assists with the preparation of presentations and materials for internal and external meetings.
13. Drafts, proofreads, and edits mailings, correspondence, memorandums, pre-approved contract templates, and other documents as needed. 
14. Supports meetings with the Board of Directors and Committees, when needed.  
15. Coordinates and takes required steps to ensure the Executive’s meetings have the required set up and preparation of agenda, invitation lists, and materials, and coordinates AV to connect remote staff and/or meeting attendees. 
16. Actively supports projects and initiatives to ensure the most efficient use of departmental resources and time. 
17. Establishes credibility throughout the organization with management and employees through responsiveness and quality of work product.
18. Leverages knowledge and experience to identify opportunities with existing technology to further support, simplify, and automate processes and enhance the experience with an eye for innovation and continuous improvement.
19. Develops techniques for compiling, preparing, and organizing departmental information.

20. Demonstrates behavior that is professional, ethical, responsible, composed, and in alignment with HFB policies, procedures, and expectations.

SUPERVISORY RESPONSIBILITIES:

This position has no direct supervisory responsibilities but may indirectly provide guidance and/or oversight to vendors and/or contractors related to special events. Carries out responsibilities following the organization's policies and applicable laws. Responsibilities include planning, assigning, and directing work, and resolving problems. Responsibilities also include sponsoring, directing, coordinating, and supporting projects and participating in and/or supporting project teams sponsored by other management team members.

Requirements

QUALIFICATIONS:

Education/Experience:

• Bachelor's degree from an accredited four-year college or university in Business Management, Communications, or a closely related field (strongly preferred) or a combination of education and relevant experience. 
• Plus 3-5 years of direct senior-level administrative support experience or extensive exposure to C-Suite protocols and executive meeting etiquette, including capturing meeting minutes.

Certificates, Licenses, and Registrations:

Must have reliable transportation, a valid driver’s license, and insurance.

Special Knowledge/Skills/Abilities:

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability needed. Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions. (For best performance, the job holder in this position would be expected to show the right knowledge, skills, and abilities in the listed areas.)

• Proficient in Microsoft Office Suite, including but not limited to Excel, Word, PowerPoint, Outlook, Google Sheets, and DocuSign.
• Must be proactive, have meticulous attention to detail and execution of all responsibilities, strong judgment, and decision making, and be forward thinking.
• Ability to work effectively with situations that require tact and diplomacy.
• Ability to work on multiple projects simultaneously on a variable schedule based on project demand.
• An active listener - giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
• Ability to meet and work with diverse populations and the general public.
• Must have excellent written and verbal communication skills with the ability to effectively interact and communicate with all levels within the company in English.
• Ability to learn new software systems.
• Strong customer service skills and willingness to assist others.
• Strong organizational skills, including the ability to multitask, prioritize, and thrive in a fast-paced environment.
• Demonstrated ability to work independently to complete projects and effectively collaborate with cross-functional teams and senior-level leadership.
• Strong analytical skills and problem-solving skills.
• High attention to integrity, ethics, and sensitivity, particularly regarding confidential information.

COMPLIANCE:

Carries out responsibilities in accordance with HFB policies.

REASONING ABILITY:

Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations. To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability needed. Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions. (For best performance, the jobholder in this position would be expected to show the right knowledge, skills, and abilities in the listed areas.)

COMPETENCIES:

Action-Oriented / Customer Focus / Drives for Results / Priority Setting / Managerial Courage / Interpersonal Savvy / Creativity / Standing Alone / Time Management / Decision Quality / Self-development / Patience

PHYSICAL REQUIREMENTS:

The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. While performing the duties of the job, the employee is required daily to analyze and interpret data, communicate, and remain in a standing or stationary position for a significant amount of the workday; and often access, input, and retrieve information from the computer and other office productivity devices. The employee must regularly move about the office and around the facility, use hands, wrists, and fingers to grip, type, and write. The employee must frequently lift 10 pounds. The employee will need to have the average ability to hear horns, warnings, and alerts associated with a warehouse. The employee must occasionally travel to other sites for business.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those employee encounters while performing the essential functions of this job. While the job is generally performed in an enclosed office environment, the employee is occasionally exposed to freezers, enclosed and/or tight spaces, wet and/or humid conditions, areas in which moving mechanical parts, fumes, toxic or caustic chemicals are present, strong food-related smells, and outside weather conditions. The noise level in the office environment is typically quiet, but the employee will be occasionally exposed to loud noise levels (e.g., horns, fans).

TRAVEL REQUIRED:

Minimal local travel is required for this position (up to 20% of the time and on a domestic basis). Travel may occur during the evening and weekends to attend work-related activities or events.

This role supports hours of operations at the Houston Food Bank facilities, as necessary, and may require flexibility (e.g., times of disaster, community events, company events).

*Is legally able to work in the United States.