Executive Assistant

Organization:

Founded in 2003, AMI Housing is a California-based nonprofit organization whose mission is to house and support the most vulnerable residents of the Sierra Region by enhancing the lives of people with mental illness by providing housing, employment, and supportive services.

Summary of primary job functions:

Executive Assistant provides high-level administrative and operational support to the CEO and, as directed, Senior Leadership and the Board of Directors. This position requires a high degree of discretion, professionalism, independent judgment, organization, and the ability to manage multiple competing priorities. The Executive Assistant serves as a key liaison between the CEO, leadership, employees, Board members, and external stakeholders; coordinates executive and Board activities; supports grants and contracts; tracks organizational projects and deadlines; prepares executive-level materials; and helps ensure timely follow-through on organizational priorities. The position is expected to anticipate executive needs, identify and resolve routine administrative issues, improve internal processes, and maintain strict confidentiality regarding sensitive organizational matters.

Examples of general essential duties may include, but are not limited to, the following:

• Provide high-level administrative and operational support to the CEO, serving as a primary point of coordination for executive priorities, communications, scheduling, and follow-up.
• Provide administrative and project support to Senior Leadership and the Board of Directors, as directed by the CEO, to support organizational goals and the smooth operation of business activities.
• Manage and maintain the CEO’s professional calendar, including meetings, appointments, deadlines, travel, and competing priorities; proactively identify scheduling conflicts and coordinate solutions.
• Coordinate and prepare materials for monthly Board of Directors meetings, including meeting schedules, agendas, reports, supporting documentation, and follow-up items.
• Attend Board of Directors meetings, accurately prepare meeting minutes, distribute approved materials, and track follow-up items to completion.
• Assist the CEO with the administration and monitoring of grants and contracts, including drafting correspondence and reports, tracking deadlines and deliverables, coordinating required documentation, and maintaining organized records.
• Monitor contracts, amendments, renewals, reporting requirements, and expiration dates and coordinate with appropriate internal and external parties to ensure timely completion.
• Provide administrative and project coordination support for organizational construction, renovation, capital improvement, and facility-related projects, including coordinating meetings, tracking timelines, maintaining project documentation, and facilitating communication between internal teams, contractors, vendors, and other stakeholders.
• Support the CEO and Senior Leadership with construction and organizational projects by coordinating schedules, documentation, communications, and follow-up activities, as assigned.
• Coordinate cross-departmental projects and assignments, independently tracking timelines, deliverables, outstanding items, and follow-up responsibilities to support timely completion.
• Develop, improve, and maintain administrative processes and systems that support the CEO and Senior Leadership, with an emphasis on efficiency, organization, accountability, and timely communication.
• Maintain and coordinate updates to the organization’s Manual of Operations to ensure policies, procedures, protocols, and operational guidance remain current, accurate, and aligned with organizational practices and departmental responsibilities.
• Work collaboratively with department leaders and subject-matter experts to review and update operational procedures and ensure approved changes are accurately reflected in the Manual of Operations.
• Maintain organized records of revisions, approvals, and updates to the Manual of Operations and support communication and implementation of changes to affected teams and staff.
• Support members of Senior Leadership by coordinating the development, revision, and distribution of organizational protocols, procedures, communications, and other leadership materials.
• Serve as a liaison between the CEO, Senior Leadership, employees, Board members, community partners, vendors, contractors, and othe…