About Us:
Greater Green Bay Habitat for Humanity is committed to providing simple, decent, affordable housing solutions in the Green Bay area. Since 1987, our organization has provided 153 deserving families with a permanent place to call home. At Greater Green Bay Habitat, our mission is focused on affordable homeownership. Our Homeownership Program future homeowners are qualified through a rigorous application and demonstrate the need for improved housing, the ability to pay an affordable mortgage, and a willingness to partner with us. Our organization believes in providing a hand-up for our homebuyers, not a handout.
Position Summary:
The Executive Assistant provides high-level administrative, organizational, and operational support to the CEO and leadership team while serving as a key point of contact for staff, board members, volunteers, donors, vendors, and visitors. This position is responsible for executive calendar management, office administration, board support, organizational compliance tracking, data management, event coordination, and special projects. The Executive Assistant helps ensure the efficient operation of the organization through exceptional organization, discretion, customer service, and attention to detail.
Essential Responsibilities
Executive and Board Support
- Manage the CEO’s executive calendar, proactively coordinating internal and external meetings, appointments, and scheduling priorities.
- Prepare, review, edit, organize, and distribute emails, reports, presentations, board materials, correspondence, and other organizational documents.
- Support internal and board meetings by preparing materials, coordinating meeting logistics, taking notes, and tracking follow-up action items.
- Maintain board member, employee, and organizational contact lists and related records.
- Handle confidential information with the highest level of discretion and professionalism.
Office Administration
- Open and close the office and prepare front-office closure signage as needed.
- Greet visitors, answer phones, monitor the general information email inbox, and provide exceptional customer service.
- Manage incoming and outgoing mail, including large mailings, stuffing, addressing, and postage preparation.
- Maintain office supply inventories, branded printed materials (including name tags and business cards), and stock levels throughout the organization.
- Organize and maintain storage areas, stock rooms, and office supply systems.
- Maintain the office checklist and coordinate rotating office responsibilities as needed.
Organizational Compliance and Administration
- Provide administrative support for organizational compliance reporting, registrations, renewals, and filings to help maintain the organization's good standing.
- Track nonprofit licenses, permits, and recurring filing requirements, including raffle licenses and other regulatory renewals.
- Manage the distribution, tracking, and acknowledgment of key organizational documents, including the Employee Handbook and related forms.
- Obtain completed W-9 forms from new vendors and coordinate with accounting to maintain accurate records.
- Assist in establishing and maintaining tax-exempt purchasing status with retailers, suppliers, and vendors.
Vendor and Facilities Coordination
- Coordinate vendor relationships and service agreements, including office equipment, copier leases, cleaning services, uniforms, and other administrative contracts.
- Monitor office equipment needs, including toner inventory, maintenance requests, and service scheduling.
- Oversee routine office purchasing, expense tracking, and budget-related administrative activities as assigned.
Event and Travel Coordination
- Coordinate scheduling, registration, logistics, and materials for conferences, board meetings, internal meetings, and special events.
- Assist with travel planning and related arrangements for staff and organizational leadership.
- Provide administrative support for organization-wide social events, volunteer recognition activities, holiday gatherings, and board functions.
Data Management and Volunteer Support
- Support gift receipt distribution and donor acknowledgment processes.
- Track volunteer service hours, including office volunteers, committee members, and board members as needed.
- Coordinate and oversee office volunteers to help ensure projects are completed accurately and on schedule.
Employee Engagement and Organizational Support
- Track staff anniversaries and birthdays and coordinate recognition activities, cards, flowers, plants, or gifts as appropriate.
- Support employee wellness and safety initiatives, including CPR certification scheduling and AED testing coordination.
- Assist with Microsoft Teams administration, including maintaining file structures, channels, permissions, templates, and workspace organization.
- Perform additional administrative duties, special projects, and organizational support functions as assigned.
- Other general duties as assigned.
Qualifications
Required Qualifications
- Associate degree or equivalent combination of education and administrative experience.
- Three or more years of progressively responsible administrative support experience, preferably supporting executive leadership.
- Proficiency with Microsoft Office 365 applications, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
- Strong organizational, project coordination, and time-management skills.
- Excellent written and verbal communication skills.
- Ability to manage multiple priorities with minimal supervision.
- Ability to maintain confidentiality and exercise sound judgment.
Preferred Qualifications
- Experience working in a nonprofit organization.
- Experience supporting boards of directors and committee meetings.
- Experience with donor databases, CRM systems, or GivEffect.
- Experience coordinating events, travel, and organizational compliance activities.
Core Competencies
- Exceptional attention to detail and accuracy.
- Strong customer service orientation.
- Initiative and proactive problem-solving abilities.
- Professionalism and diplomacy in all interactions.
- Ability to build positive relationships with staff, board members, volunteers, donors, vendors, and community partners.
- Flexibility and adaptability in a dynamic work environment.
- Strong organizational and record management skills.
Work Environment
This position is primarily performed in an office environment and requires regular interaction with staff, volunteers, donors, board members, and visitors. Occasional evening or weekend hours may be required to support board meetings, events, or organizational activities.
Additional Information and Benefits:
- 401(k)
- 401(k) match
- Health insurance
- Dental insurance
- Vision insurance
- Short term disability insurance
- Long term disability insurance
- Life insurance
- Employee assistance program
- Flexible schedule
- Professional development opportunities
- Paid time off
- Paid days off for holidays (10), birthday (1) and volunteering (1)
- Work Location: In person
Greater Green Bay Habitat for Humanity is an equal opportunity employer. Applicants are considered without regard to race, color, religion, sex, national origin, age, disability, or other protected status.
Pay: $40,000.00 - $50,000.00 per year
Work Location: In person
