CommonBond Communities

Executive and Board Assistant

Location
St. Paul, MN
Posted
Jun 04, 2021
Closes
Jul 04, 2021
Ref
EXECU01676-2
Contact
CommonBond Communities
Category
Other
Job Type
Employee
Employment Status
Full Time
\u003cp\u003eHome is the foundation for everything in life. Since 1971, our model has been about supporting residents in finding stability and achieving their goals. It\u0026rsquo;s why we\u0026rsquo;re more than housing\u0026mdash;we combine quality affordable homes with our on-site Advantage Services\u0026mdash;because we believe that with the right support and opportunities, all people can thrive. Today, over 13,000 people\u0026mdash;families, seniors, veterans, and people with disabilities and other barriers\u0026mdash;call a CommonBond community \u0026ldquo;home.\u0026rdquo;\u0026nbsp; Our core values are \u003cem\u003eRespect, Integrity, Partnership, Innovation,\u003c/em\u003e and\u003cem\u003e Excellence\u003c/em\u003e. We live these values and look for people who embody them to represent our organization in the community. If this sounds like you, please consider joining our team.\u0026nbsp;\u003c/p\u003e\n\u003cp\u003eCommonBond invites qualified applicants to apply for a full-time Executive Assistant position located at our Central Office in Saint Paul, MN. The Executive and Board Assistant reports directly to the President \u0026amp; CEO.\u0026nbsp; This position performs standard and advanced executive assistant duties, including handling highly confidential information, to assist the President \u0026amp; CEO manage workflow.\u0026nbsp; Additionally, the Executive Assistant supports the function of the five-person Executive Team and the CommonBond governance boards.\u003c/p\u003e\n\u003cp\u003e\u003cstrong\u003eWhy CommonBond Communities?:\u003c/strong\u003e\u003c/p\u003e\n\u003cul\u003e\n\u003cli\u003eWork-life balance\u003c/li\u003e\n\u003cli\u003eCompetitive salary\u003c/li\u003e\n\u003cli\u003eEmployee referral program\u003c/li\u003e\n\u003cli\u003eComprehensive benefits package\u003c/li\u003e\n\u003cli\u003eEmployee recognition and rewards program\u003c/li\u003e\n\u003cli\u003eA respectful and growth-oriented workplace\u003c/li\u003e\n\u003cli\u003eA chance to make a difference in the community!\u003c/li\u003e\n\u003cli\u003eOngoing training and professional development\u003c/li\u003e\n\u003c/ul\u003e\n\u003cp\u003e\u0026nbsp;\u003c/p\u003e\n\u003cp\u003e\u003cstrong\u003eESSENTIAL JOB FUNCTIONS AND ASSOCIATED TASKS\u003c/strong\u003e\u003c/p\u003e\n\u003cp\u003e\u003cstrong\u003eAssist the President/CEO \u0026ndash; 40%\u003c/strong\u003e\u003c/p\u003e\n\u003cul\u003e\n\u003cli\u003eRepresent the office of the President/CEO in a respectful and professional manner to external/internal constituents, professional colleagues, board members, etc. directing inquiries efficiently and confidentially. \u0026nbsp;Act as liaison for staff and key contact for clients.\u003c/li\u003e\n\u003cli\u003eAssist the President/CEO coordinate a large amount of information, requests, and competing priorities, leveraging technology and exercising discretion and a high-degree of confidentiality.\u003c/li\u003e\n\u003cli\u003eManage and prioritize frequently changing calendar including proactive and independent resolution of meeting conflicts.\u003c/li\u003e\n\u003cli\u003eAssist in the management of emails and contacts, monitoring messages and sending correspondence on behalf of the President/CEO as requested.\u003c/li\u003e\n\u003cli\u003eCoordinate travel arrangements including logistics and agendas, developing complete and comprehensive itineraries, booking flights and accommodations.\u003c/li\u003e\n\u003cli\u003ePrepare drafts of correspondence, agendas, presentations and other documents in response to verbal and/or written instructions, to a high degree of accuracy and presentation, producing high-quality reports, presentations and other documents.\u003c/li\u003e\n\u003cli\u003eManage special projects as requested.\u003c/li\u003e\n\u003cli\u003ePrepare for meetings, including distributing relevant materials and agendas, and preparing and distributing accurate minutes to a high-quality standard in a timely manner. Manage meeting and event logistics including meals and refreshments.\u003c/li\u003e\n\u003cli\u003ePrepare expense reports, process credit card statements, manage invoices.\u003c/li\u003e\n\u003cli\u003eMake independent decisions regarding planning, organizing, and scheduling priorities for self and executives\u003c/li\u003e\n\u003c/ul\u003e\n\u003cp\u003e\u0026nbsp;\u003c/p\u003e\n\u003cp\u003e\u003cstrong\u003eAssist the Executive Team (CFO; EVP of Talent, Equity and Culture; EVP of Real Estate; EVP of Housing and Services; and, EVP of Resource Development) \u0026ndash; 30%\u003c/strong\u003e\u003c/p\u003e\n\u003cul\u003e\n\u003cli\u003eCoordinate with other Administrative staff who serve these executives and their various departments.\u003c/li\u003e\n\u003cli\u003eProvide administrative services for and attend (on request) the executive team and Internal Review Committee meetings.\u003c/li\u003e\n\u003cli\u003eFacilitate communications among the members of the Executive Team between meetings.\u003c/li\u003e\n\u003cli\u003eManage calendars, optimizing team\u0026rsquo;s ability to address common meetings and demands.\u003c/li\u003e\n\u003cli\u003eProvide other assistance as requested, including document preparation, travel arrangements, and expense reports for executives who do not have department administrative staff.\u003c/li\u003e\n\u003c/ul\u003e\n\u003cp\u003e\u003cstrong\u003eCoordinate the Governance bodies of the Organization. - 30%\u003c/strong\u003e\u003c/p\u003e\n\u003cul\u003e\n\u003cli\u003ePlan and schedule essential business of the governance bodies, ensuring that recurring business items are addressed in a timely manner and that items requiring review and approval of more than one body proceed accordingly.\u003c/li\u003e\n\u003cli\u003ePrepare and distribute materials (agendas, board report and minutes) to the governance bodies and any relevant committees with sufficient notice and review time. \u0026nbsp;Manage meeting and event logistics including meals and refreshments.\u003c/li\u003e\n\u003cli\u003eManage the records of the governance bodies including ensuring that the Secretary approves and signs all required resolutions and minutes and that all materials are archived in the online board portal.\u003c/li\u003e\n\u003c/ul\u003e\n\u003cp\u003e\u003cstrong\u003eDESIRED QUALIFICATIONS\u003c/strong\u003e\u003c/p\u003e\n\u003cul\u003e\n\u003cli\u003eDesire to make a meaningful difference in support of CommonBond\u0026rsquo;s mission.\u003c/li\u003e\n\u003cli\u003ePossess a high school diploma or higher with advanced administrative assistant experience\u003c/li\u003e\n\u003cli\u003eAbility to work independently, be self-motivated and resourceful and be able to anticipate and communicate potential issues\u003c/li\u003e\n\u003cli\u003eAbility to work under stress and meet deadlines with minimal supervision\u003c/li\u003e\n\u003cli\u003eProficient in computer software programs, including MS Office, Adobe, video conferencing and webinar\u003c/li\u003e\n\u003cli\u003eExcellent grammar, punctuation and spelling\u003c/li\u003e\n\u003cli\u003eUphold a strict level of confidentiality and effectively manage sensitive information with professionalism\u003c/li\u003e\n\u003cli\u003eExcel in organizational, project management and problem-solving skills, with a high attention to quality and detail with impeccable multi-tasking abilities\u003c/li\u003e\n\u003cli\u003ePositive attitude with exceptional interpersonal skills, friendly and professional demeanor, strong customer focus and approachability\u003c/li\u003e\n\u003cli\u003eStrong verbal and written communication skills and professional presence\u003c/li\u003e\n\u003cli\u003eAdaptable and flexible, with a willingness to collaborate in a team environment and to respond to urgent project needs and shifting priorities\u003c/li\u003e\n\u003cli\u003eShow a comfort and commitment to respecting and working across points of diversity\u003c/li\u003e\n\u003c/ul\u003e\n\u003cp\u003e\u003cstrong\u003ePHYSICAL REQUIREMENTS\u003c/strong\u003e\u003c/p\u003e\n\u003cul\u003e\n\u003cli\u003eAbility to sit/stand for extended periods of time\u003c/li\u003e\n\u003cli\u003eAbility to type data into a computer\u003c/li\u003e\n\u003cli\u003eAbility to lift up to 10 pounds\u003c/li\u003e\n\u003c/ul\u003e

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