Description:
The Executive Support and Organizational Coordinator provides administrative and operational support to designated senior leaders and assists with the coordination of facility-related activities. This role helps ensure the smooth day-to-day functioning of leadership operations by supporting calendar management, communications, meeting coordination, special projects, document management, and office logistics. Working closely with the Executive Administrator, this position assists with maintaining organizational systems, workflows, records, and processes that support leadership and staff.
SUPERVISION RECEIVED AND EXERCISED
Receives directions from Council for the Homeless, Executive Administrator.
WORK LOCATION
This position is based in our Vancouver, WA office and requires in-person work during the first 30 days of employment. After 30 days, employees may be eligible for a hybrid work schedule based on business needs and manager approval.
ESSENTIAL FUNCTIONS
Executive Support
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Manage calendars for assigned senior leaders, including scheduling meetings and coordinating logistics.
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Assist with managing executive email inboxes by monitoring communications, prioritizing messages, and supporting timely follow-up.
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Coordinate meetings, prepare materials, track action items, and support follow-through on assignments.
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Draft, edit, proofread, and format correspondence, reports, presentations, and other documents.
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Conduct basic research and gather information for special projects and senior leadership initiatives.
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Assist with maintaining records, files, and documentation.
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Support travel arrangements and meeting logistics as needed.
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Handle confidential and sensitive information with discretion and professionalism.
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Provide general administrative support to assigned Chief Officers.
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Expected to sub-in for executive administrator tasks as needed.
Facilities and Office Support
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Coordinate vendor visits and service appointments.
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Obtain service estimates, proposals, and supporting documentation as requested.
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Maintain facility-related records, contracts, warranties, and service schedules.
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Monitor and report facility concerns, maintenance issues, safety concerns, or service gaps to the Chief Operating Officer.
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Assist with follow-up communication with vendors regarding scheduled work or service needs.
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Support office moves, storage coordination, workspace organization, and office logistics.
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Coordinate facility-related communications to staff as needed; oversee maintenance reporting system.
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Support workplace safety and facility improvement efforts.
Administrative Systems and Process Support
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Organize and maintain SharePoint document libraries and shared files for assigned senior leaders, as developed by senior leadership and the Executive Administrator.
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Support implementation of workflows, procedures, and organizational systems developed by leadership and the Executive Administrator.
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Maintain tracking systems, templates, and administrative records.
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Assist with special projects and cross-departmental initiatives.
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Identify opportunities to improve organization, efficiency, and consistency and communicate recommendations to leadership.
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Able to fill in for Executive Administrator as needed.
Requirements:
REQUIRED QUALIFICATIONS
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Two years of administrative support, office coordination, customer service, or related experience.
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Intermediate proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, Teams, SharePoint, and related applications.
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Working knowledge of electronic document management and file organization.
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Strong organizational skills and attention to detail.
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Ability to manage multiple priorities and meet deadlines.
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Strong written and verbal communication skills.
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Ability to maintain confidentiality and exercise sound judgment.
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Ability to work both independently and collaboratively within a team environment.
PREFERRED QUALIFICATIONS
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Experience supporting managers, directors, executives, or leadership teams.
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Working knowledge of SharePoint and Microsoft 365 collaboration tools.
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Experience coordinating vendors, office services, facilities support, or workplace operations.
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Experience working in nonprofit, public sector, housing, homelessness services, or other mission-driven organizations.
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Project management experience and/or property management experience
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Individuals with lived experience related to housing instability, homelessness, poverty, behavioral health challenges, or navigating complex service systems are encouraged to apply.
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Demonstrated understanding of the challenges and barriers experienced by individuals and families accessing housing and community services.
JOB CONDITIONS
Fast-paced office environment with frequent interruptions and occasional urgent situations. Regularly provides support and interacting with people experiencing homelessness and/or houselessness. Normal working hours not to exceed 40 hours a week in an office setting.
MENTAL ABILITIES
Independent judgement and/or action, organizational skills, customer service, decisions on making, creativity, and use of discretion required. Frequent teamwork, problem analysis and training and providing guidance is necessary. Must read speak, write, and understand English to work effectively with staff, community partners, and participants. Data entry and ability to pay close attention to detail required.
PHYSICAL ABILITIES
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Hearing and speaking to exchange information and make presentations.
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Seeing to read a variety of materials.
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Dexterity of hands and fingers to operate a computer keyboard.
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Walking during site visit.
KNOWLEDGE, SKILLS, AND ABILITIES
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Strong organizational and time-management skills.
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Attention to detail and commitment to producing accurate, high-quality work.
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Ability to anticipate routine needs and proactively address them.
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Strong problem-solving skills and willingness to seek solutions when challenges arise.
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Ability to learn and apply new systems, processes, and technologies.
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Ability to maintain positive working relationships with staff, vendors, and community partners.
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Strong customer service orientation.
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Ability to balance multiple priorities while maintaining decorum and responsiveness.
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Commitment to continuous learning and improvement.
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Understanding of how individual responsibilities contribute to organizational success.
ORGANIZATIONAL VALUES AND CULTURAL COMPETENCIES
The ideal candidate will:
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Demonstrate commitment to the mission and values of Council for the Homeless.
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Approach work through a trauma-informed lens that promotes safety, trust, collaboration, empowerment, and respect.
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Demonstrate understanding of and commitment to anti-racist, equity-centered practices.
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Value the expertise that comes from both professional and lived experience and recognize the importance of diverse perspectives in informing organizational decision-making.
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Foster inclusive, respectful, and collaborative working relationships.
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Approach challenges with curiosity and resourcefulness.
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Demonstrate patience, kindness, and flexibility when working with others.
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Maintain high standards of accountability, professionalism, and service.
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Support a workplace culture rooted in collaboration, compassion, and continuous improvement.
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Value stewardship of organizational resources and contribute to sustainable organizational practices.
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Recognize that meaningful work is accomplished through strong relationships, thoughtful communication, and shared responsibility.
SPECIAL REQUIREMENTS
Criminal records satisfactory to the CFTH are conditions of employment. The CFTH will make inquiries with the Washington State Patrol (and/or other authorities) regarding these records and considers this information to be a vital aspect of the screening process.
SALARY DESCRIPTION
Starting salary is $31.47
In compliance with the WA Equal Pay & Opportunities Act, the full salary range for the position is $31.47 to $37.77.
VHA/CFTH is an equal opportunity employer. We do not discriminate on the basis of race, color, national origin, citizenship or immigration status, religion, creed, sex, sexual orientation, gender identity and expression, age, disability status, genetic information, marital status, pregnancy status, political ideology, honorably discharged veteran, or military status.
