Executive Assistant

Description

DEPARTMENT: SILVERCREST MANAGEMENT

POSITION TITLE: EXECUTIVE ASSISTANT

STATUS: NON-EXEMPT, FULL TIME

PAY RANGE: $28 – $32 HOURLY

GENERAL STATEMENT:

The Salvation Army is a branch of the Christian church and the ultimate goal of all programs is a spiritual regeneration of all people.

SILVERCREST MISSION STATEMENT:

The Salvation Army Silvercrest Residence exists to provide clean, safe, and comfortable housing to low-income persons, and to do so in an environment that is sensitive and responsive to the needs of individual residents, but not intrusive of personal privacy. In concert with the adjacent Corps Community Center, the residence seeks to provide a range of supportive services intended to sustain independent living and to enrich the quality of residents’ lives through opportunities for social fellowship, personal growth, and spiritual nurture. Each employee of the Silvercrest Management Department is hired to assist in fulfilling this mission either through direct service or support of front-line staff.

OVERVIEW:

The Silvercrest Management Department of The Salvation Army, Western Territory, manages 35 HUD (US Department of Housing and Urban Development) subsidized senior housing communities geographically dispersed throughout ten of the western states.

Under the general supervision of the Executive Director of the Silvercrest Management Department, the Executive Assistant serves as the primary point of contact for the Executive Director’s office, and implements a variety of administrative, technical and/or managerial functions in support of the Silvercrest Department and specifically for the Executive Director and Regional Managers and other members of the Silvercrest Management Department staff. The Executive Assistant will respond with tact and kindness to inquiries and provide excellent customer service to the Silvercrest staff and residents.

KNOWLEDGE AND SKILLS REQUIRED:

Minimum of five years of experience as Executive Assistant to CEO or President in a Property Management or Real Estate field preferred.

Bachelor’s Degree or Associate’s Degree preferred.

Proven ability to organize, prioritize and complete a variety of complex tasks, often with many interruptions, efficiently and accurately with minimal supervision.

High-level of skill utilizing Microsoft Office Package Software.

Proven problem-solving skills and organizational/planning skills necessary to independently perform the duties of this position and complete tasks from conception to completion.

Interpersonal skills, and verbal and written communication skills necessary to interface with workplace associates, disgruntled residents, and applicants in a professional and effective manner.

Ability to maintain consistent, high quality customer service when providing information or assisting individuals with matters related to the Silvercrest properties.

DUTIES AND RESPONSIBILITIES:

Admin Tasks:

Provide administrative assistance to six executive level team members.

Tracks incoming and outgoing business items, completion/due dates, and items submitted to HUD, Property Council and/or the Board of Directors.

Creates forms and drafts procedures for use throughout the Department

Creates and monitors a centralized accessible database of forms and pertinent documents for staff to access.

Prepares documents and submits items for Board of Director approval following Salvation Army procedures.

Drafts correspondence on behalf of the Executive Director, and other staff, as necessary.

Submits corporate credit card receipts via Finance Web on behalf of seven credit card holders. Prepares charge-backs for items purchased on behalf of the properties.

Assists Regional Managers with invoice and PO approval processes.

Communicates information on behalf of the Executive Director as instructed.

Answers phones and emails for the Executive Director and responds accordingly.

Assists with organizing and maintaining organization of Executive Director’s office and work product.

Makes travel arrangements as requested to include hotel and airline reservations and local transportation arrangements.

Coordinates with IT to maintain the Silvercrest information on The Salvation Army website.

Office Management Duties:

Acts as front-line departmental contact for other departments, Regional Managers and Property Managers.

Represents Department when necessary.

Responsible for monitoring departmental appearance and tidiness

Organizes and prepares for departmental meetings and events.

Responsible for ordering departmental office supplies and monitoring the inventory and usage of supplies.

Silvercrest Support:

Communicates/Interacts with and provides service/support to: Property Managers and Staff at the Silvercrest locations, HUD representatives, Residents (including disgruntled residents), and prospective housing applicants. Conducts inquiries of Property Managers and Regional Manager and others to determine the best course of response to residents, HUD and others.

Interacts with Vendors and Contractors, assists with the contract document review and preparation.

Coordinates with corporate vendors and ensures that services are distributed adequately, invoicing is accurate, and costs are maintained.

Creates and prepares a Silvercrest newsletter for circulation.

Prepares and submits by the required due date the annual Silvercrest property tax exemption filings, sales tax exemption filings, business license forms, Unique Entity ID registration, Energy Benchmarking updates, and any other governmental required filings. Attention to detail and accuracy required.

Updates and distributes the standard Silvercrest forms, HUD updates or information, and other items of interest to Property Managers.

Completes/Prepares HUD forms, and submits to HUD as necessary.

Assists Executive Director with the annual funding renewal process for all properties.

Prepares agenda items for Boards and/or Property Council, as directed.

Prepares/Updates the Affirmative Fair Housing Marketing Plans, by performing the analytics, interpreting the data, identifying the target populations. Prepares marketing flyers and advertisements, and communicates with local community service providers.

Prepares power point presentations as needed.

Coordinates and attends annual Silvercrest Managers’ conference and prepares agenda, and handouts; makes travel arrangements for participants. Coordinates/registers Silvercrest staff for other trainings/webinars/etc as needed. Overnight travel required.

Prepares agenda items for Boards and/or Property Council, as directed

Driving required

Performs other duties as assigned by the Executive Director of Silvercrest Management as needed for the department

REPORTS TO: Executive Director of Silvercrest Management Department

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)