EXECUTIVE ASSISTANT & COMMUNICATIONS SPECIALIST
DATE POSTED: May 10, 2019
REPORTS TO: Executive Director
HOURS: Full time, 40 hours per week
PAY RANGE: DOE
BENEFITS: Medical, dental, vision, life/disability, vacation & sick leave
POSITION TYPE: Exempt
The Low Income Housing Institute (LIHI) develops housing opportunities for people who are low-income and/or homeless, provides technical assistance to communities and other non-profits, and advocates for housing justice. LIHI owns and manages over 2,200 apartments at 62 locations throughout the Puget Sound. The majority of residents in LIHI housing are extremely low income, many are previously homeless. LIHI operates three Urban Rest Stops providing hygiene services for homeless people. The Tiny House Program provides short-term shelter to over 1,000 people annually. LIHI is a vocal advocate on housing policy, ending homelessness and housing as a human right.
The Executive Assistant and Communications Specialist contribute to the effective operation of LIHI by providing administrative and management support to the Executive Director and by coordinating and executing PR and other external communications needs and projects of the company. The Executive Assistant and Communications Specialist serves as confidential staff to the executive director and works closely with the Board of Directors and other agency managers. This position oversees administrative staff and handles office management responsibilities.
- Keep the executive director’s calendar and schedule appointments as directed.
- Organize and execute simultaneous administrative and management projects at the direction of the executive director.
- Assist the executive director with expense reimbursements, timesheet approvals, and other reports.
- Support the Board of Directors. Maintain board minutes and records of meetings and official business, compile board information and resolutions and schedule meetings as necessary.
- Write, edit, and track official correspondence for the Executive Director.
- Coordinate and execute PR materials, press releases/website, PowerPoint presentations, special events, and fundraisers.
- Help develop and maintain positive public relations.
- Create monthly LIHI E-Newsletter
- Design company brochures and publications in consultation with executive director.
- Interface with local and national media.
- Work collaboratively with the Fund Development department on projects as needed, including donation tracking and writing of thank you letters.
- Make sure that office infrastructure is running smoothly. Establish and maintain administrative, management, and filing systems for the office. Interface with IT on electronic file organization. Oversee archives/filing procedures/file & office cleaning day.
- Act as agency contact for office related vendors (copiers, office supplies, parking lot contact, etc).
- Oversee phone system (vendor contract, new hire resets, repair requests, etc).
- Supervise the office assistant, and any other administrative staff and volunteers. Cover for office assistant as needed.
- Interface with the human resources department as needed to assist with confidential and other employment matters. Help take care of new hire needs (phone set up & training, mailboxes, workspace needs, etc). Participate in hiring for office assistant and other positions as directed.
- Coordinate with the facilities manager on needed office repairs.
- Manage agency emergency planning. Serve on Safety Committee.
- Other duties as required.
- High level administrative/management experience required. 5+ years experience as an executive assistant or in a similar position providing executive level support to an agency director or senior management is desired. Alternately, a Bachelor’s degree in public administration, business administration, or a related field and 3+ years of executive level or management experience is desired.
- This position requires discretion, mature judgment, and the ability to maintain the confidentiality of files and projects.
- Ability to work independently and successfully in a fast-paced team environment and maintain attention to detail. Must be a quick learner and have excellent time management skills.
- Must have excellent organizational skills, including experience in handling multiple projects, knowledge of office methods and procedures, and ability to coordinate administrative procedures and implement agency policies.
- Must have excellent written and verbal communication skills, plus strong grammatical and proofing skills.
- Ability to communicate and work effectively with other staff, obtain the cooperation of other staff, and maintain a professional attitude in dealing with board members, elected officials, nonprofit service providers, and low-income and homeless clients.
- Demonstrated proficiency with Microsoft Office suite, including PowerPoint and Publisher (or other graphic design software).
- Experience with Constant Contact or other email marketing software, social media.
- Knowledge and experience in low-income housing, homelessness, community development and/or the nonprofit sector preferred.
- Previous experience with personnel management and/or supervising staff preferred.
If interested in this position please send in a cover letter and resume:
Low Income Housing Institute
Attn: Human Resources
2407 1st Avenue, Suite 200
Seattle, WA 98121
Fax: (206) 443-9851
Via e-mail to firstname.lastname@example.org
NO PHONE CALLS, PLEASE
The Low Income Housing Institute is an equal opportunity employer. LIHI participates in E-Verify. Qualified women and minorities are encouraged to apply.