Abode Communities is a regional non-profit architectural, real estate development and property management firm.

Abode Communities Property Management manages 35 multifamily residential communities serving some 6,200 low-income people throughout California. The organization, with a 98% portfolio-wide occupancy rate, offers a full range of professional services to ensure our residential portfolios, and housing portfolios of similar community development organizations, remain physically solvent and in compliance with regulatory requirements. Property management staff members go above and beyond to ensure each property managed becomes a pillar within its community. This is accomplished through the creation of vibrant, connected spaces that support each resident’s emotional, physical and financial ability to thrive.

MAJOR JOB RESPONSIBILITIES

Working under the direction of the President and Chief Executive Officer, the Executive Assistant provides broad and complex administrative support to and manages the functions of the executive office and Board of Directors. Additionally, the Executive Assistant will provide support to the Chief Operating Officer and Director of Communications and Fund Development.

Specific Duties and Responsibilities

1.    Coordinate Executive Office Duties: Provide full administrative support to ensure that the executive office operates in an efficient manner.  Duties include calendaring, generating memos, letters and emails, responding to requests for information, preparing agendas and minutes, compiling meeting materials and coordinating the President’s files within context of corporate filing procedures, general office duties as needed.

2.    Liaison with the Board of Directors:  Provide all logistical and document preparation support for meetings of the Board of Directors, Standing and Ad Hoc Committees, affiliated Boards of Directors, and any governance task force or advisory bodies as directed by the President and CEO (and other staff members who support various Board committee meetings).  Interface directly with Board members in the coordination of meeting and events. Record and prepare minutes for Board and committee meetings. Prepare, maintain and archive resolutions and other corporate documents.

3.    Coordinate Meeting Schedules: Maintain President and CEO and COO’s calendars and scheduling of meetings. Prepare daily itineraries and, when necessary, executive briefing packages for relevant meetings. Manage preparation and logistics for internal corporate meetings.

4.    Organize Travel:  Make plane, hotel and ground transportation reservations for the CEO and COO.  Prepare detailed travel itineraries.  Schedule meetings and arrange logistical support for all out of town travel.  Prepare President and CEO’s expense reimbursement documents.

5.    Coordinate Internal Corporate Events: Manage the logistics and planning for internal corporate events including annual all-staff retreat.

6.    Support Fund Development and Communications: Provide administrative services to the Director of Communications and Fund Development in activities related to grant and program administration, marketing, event planning, database management and external relations. 

7.    Other Duties; Carry out other duties as required to further the mission of Abode Communities in the provision of affordable rental housing.
 

1.    Experience: Seven or more years of progressively responsible administrative support experience including at least four years of C-level executive support required. Corporate board governance experience (preferably in the non-profit sector) desired.   

2.    Education:  Bachelor’s Degree is preferred. A course of study in communications or business or public administration with a strong emphasis in English is preferred.  

3.    Communication Skills:  Superior interpersonal and verbal communication skills, excellent telephone and customer service skills are essential. A proven ability to interact well with all levels in an organization, Board members, government officials, and community stakeholders. Ability to communicate effectively with people from diverse cultures and backgrounds.

4.    Organizational Skills:  Excellent organizational skills and attention to detail, an ability to prioritize work effectively and adjust to multiple demands, anticipating the needs of busy executives and organizing the work without constant instruction are required.  

5.    Writing Skills:  An ability to compose correspondence and basic reports, knowledge of proper English, grammar and punctuation and the ability to edit documents is required with knowledge of a variety of written styles and formats.  Knowledge of parliamentary procedure and recording thereof is essential.  

6.    Judgment and Discretion:  Skill in determining matters of importance and information of use to the executives, exercising initiative in accomplishing any related tasks or referring the rest with the ability to give, deny or ask for information in a tactful and friendly manner and to be discrete in giving information about the President’s plans and actions to anyone is required.  An intuitive ability to recognize and appropriately convey the sensitive nature of any situation and the ability to keep all matters appropriately confidential is necessary.

7.    Computer Skills: Mastery of Microsoft Office Suite including Outlook, Word, Excel and PowerPoint is required. Proficiency in donor software programs, creating reports, and generating targeted mailings is essential.  Knowledge of Adobe Creative Suite and Access is preferred. 

8.    General:  The successful candidate will be highly motivated, with the ability to take initiative, exercise discretion and independent judgment, participate as an enthusiastic and effective team member, and take direction and follow tasks through to completion. Professional appearance and demeanor are essential.

9.    Licenses: Must have and maintain a valid California driver's license and auto insurance at all times and have the availability of an insured vehicle to travel within the organization’s service area. Notary public desired and if not, must obtain a notary license.
 

We offer a competitive benefits package that includes: Medical, Dental, Vision, Long-Term Disability, Basic Life and AD&D, Flex Spending Account, and 401(k) plan with Employer Match.

Our organization is committed to promoting its employees’ work-life balance by offering a 9/80 alternative workweek schedule - 9-hour workday Monday-Thursday and every other Friday off - and Paid Time Off – Vacation starting at 12 days per year, 12 Sick days, and 10 Company Paid Holidays.

Abode Communities is an equal opportunity employer.

All your information will be kept confidential according to EEO guidelines.