Executive Assistant and Office Coordinator

$41,000 - $46,000/Yr

Interfaith Community Services - Tucson, AZ

Full-time - Entry Level

Tucson, AZ

Social Assistance

About the position

The Executive Assistant and Office Coordinator will provide comprehensive administrative support to the Chief Executive Officer (CEO) of Interfaith Community Services (ICS) and assist the Board of Directors. This role requires exceptional time management and coordination skills, as well as experience in supporting C-suite executives. The position involves interaction with staff, volunteers, and donors, reflecting ICS's core values of Respect, Integrity, Compassion, Collaboration, and Innovation.

Responsibilities

• Act as the point of contact for the CEO among leadership team, employees, donors, and external partners.
• Assist the CEO with expense reports and receipt submittals monthly.
• Manage and organize the schedule and calendar for the CEO, including coordination of one-to-one meetings with staff.
• Assist the CEO in planning meetings and events, including Board of Directors meetings and staff events.
• Handle specific correspondence/tasks for the CEO as requested.
• Serve as a staff resource for the Board of Directors and Committees, including Internal Strategic and Planning (IS&P) and External Strategic and Planning (ES&P).
• Coordinate board and committee meetings and schedules, updating the calendar accordingly.
• Manage relationships with Board of Director members, organizing materials and managing arrangements for board meetings.
• Attend meetings and record meeting minutes for the Board and various Committees in a timely manner.
• Prepare drafts of board and committee meeting minutes and submit them for approval.
• Arrange, coordinate, and attend the annual Board retreat, taking minutes and coordinating food arrangements.
• Prepare documents such as updates on the strategic plan and monthly consolidated Program and Committee Reports.
• Maintain corporate records including meeting minutes and policy manuals.
• Oversee implementation of procedures for retention, protection, retrieval, transfer, and disposal of records.
• Maintain a Central Shared Calendar with regular meeting dates and important events.
• Support special projects by managing logistics and details as assigned.

Requirements

• Bilingual in Spanish and English.
• Proficient in Microsoft Office applications.
• Minimum of 3 years of administrative experience.
• Experience in legal drafting and SharePoint.
• Experience as a personal assistant to senior leadership.
• Strong time management skills and office experience.

Nice-to-haves

• 3-5 years of successful experience in an administrative support role or equivalent role.
• Experience working in a fast-paced office environment.
• Outstanding organizational and time management skills.
• Ability to multi-task with attention to detail.
• Effective written and verbal communication skills.

Benefits

• Paid holidays
• Paid time off
• Life insurance
• Retirement plan