Executive Coordinator
OVERVIEW
South Puget Sound Habitat for Humanity is an affiliate of Habitat for Humanity International focused on providing affordable housing solutions in Thurston County. We believe that every person, no matter who they are, deserves a decent place to live. Our work includes building new, energy-efficient homes, preparing households for homeownership, guaranteeing affordable mortgages to homebuyers, and performing critical housing repairs. It is an exciting time at South Puget Sound Habitat as our immediate goals for the future include three new developments and hundreds of repair projects, drastically outpacing our past production—and we are working to scale our operations to meet these goals.
POSITION SUMMARY
The executive coordinator provides routine and ad-hoc administrative support consistent with the South Puget Sound Habitat’s mission and goals. Working both autonomously and across teams, they help create order and space for the CEO, support the success of the board of directors, enable a welcoming and effective office environment, and ensure the success of key projects.
WHO SHOULD APPLY
You are an order-loving, detail-noting administrative professional who wants to work for a mission-focused organization. You thrive wearing multiple hats and don’t let things fall off your radar. You’re a proactive, team-oriented colleague who’s equally comfortable face-to-face, on the phone, or using tech-forward solutions. You believe that keeping busy people appropriately informed and respecting their time go hand-in-hand. You lead with curiosity and are happy to dig into and make sense of new things.
RESPONSIBILITIES
Key Responsibility: Support the duties of the chief executive officer (40%)
The coordinator works closely with the CEO to help prioritize, streamline, and facilitate their work. Responsibilities generally include:
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Maintain the CEO’s calendar and contacts; screen and prioritize communications and approval needs
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In coordination with the CEO, arrange for staff and leadership meetings; coordinate and track annual planning process and progress
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Prepare the CEO for public-facing activities, including arranging logistics and materials and gathering background or contextual information
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Assist the CEO in completing routine and emergent projects through research, reports, feedback gathering, proofreading, etc.
Key Responsibility: Facilitate the activities of the board of directors (15%)
The coordinator is the primary liaison with the board of directors and is responsible for efficiently organizing activities, communications, and tracking information associated with the board. Responsibilities generally include:
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Maintain annual board and committee calendars; schedule meetings and arrange for logistics
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Manage cloud-based board site (OnBoard), maintaining accurate members, meeting agendas and packets, supporting documents, and communications
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Attend board and committee meetings; facilitate technology and presentations; record and file meeting minutes
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Track and monitor data and information needs associated with the board (e.g. contact info, terms, policy approval dates and versions, etc.)
Key Responsibility: Coordinate administrative needs and manage special projects (40%)
The coordinator collaborates across teams to deliver effective office administration through both day-to-day duties and special assignments. Responsibilities generally include:
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Assist in office receptionist coverage duties; provide a high level of customer service and create a welcoming environment for employees and guests
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Work with director of finance and administration to improve and assist in the execution of office administrative processes (e.g. supplies, phones, filing, check processing, data standards, etc.)
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Manage assigned workstreams and defined projects (e.g. volunteer data upkeep, shared file system overhaul, community meetings ownership and reporting, annual budget deadlines, etc.); ensure on-time, on-goal, on-budget execution, working across teams as needed
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Assist with event logistics and provide day-of support as needed
Key Responsibility: Leadership and Teamwork (5%)
As a key team member, the coordinator contributes to overall organizational health through positive collaboration, leadership, and personal integrity. Responsibilities generally include:
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Participate regularly in committee and team meetings
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Maintain a “team first” outlook, supporting the success of the team and the mission in attitude, ideas, and actions; lead by example and with active, creative input for growing and improving the organization
REQUIREMENTS
Education and Experience
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High school diploma or equivalent
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Three years of increasingly responsible administrative support experience; nonprofit and/or executive support experience preferred
Required Knowledge, Skills, and Abilities
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Exceptionally organized with the ability to prioritize for scheduled and unexpected deadlines
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Excellent written and verbal communication skills
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Strong relationship building skills with an ability work constructively with a variety of people
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Tech-savvy generally, with a strong understanding of common email/calendar applications and an ability to adopt and optimize new technologies
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Proven ability to handle sensitive and confidential information with discretion
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Ability to pass a background and reference check
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Commitment to the Habitat for Humanity mission
Preferred Knowledge, Skills, Abilities
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Understanding and abilities in basic project management practices
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Understanding of board management functions
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Proficiency in CRM platforms and developing standards
CORE VALUES
Successful team members share the following core values:
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Diversity, equity, and inclusion: We value diversity and aim to make our workplace and services accessible and welcoming to all, especially those who are most often marginalized and misunderstood.
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People First: We consider the human impact of our decisions and prioritize well-being and closing equity gaps.
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Community: We understand that we are connected to one another and that we must root our efforts in trust and collective achievement.
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Future Generations: We strive for lasting change. Our plans, our designs, our decisions don’t just impact the here and now; they are opportunities to serve future generations as well.
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Integrity: We do what we say we will do, and we do it honestly, ethically, and equitably. We hold ourselves accountable for our actions.
DETAILS
Reports to: Chief Executive Officer
Supervises: None
Compensation: Position range: $20.82-$29.04 per hour; expected hire range: $24.00-$27.50 per hour
FLSA Status: This position is not exempt from the overtime provisions of the Fair Labor Standards Act (FLSA); it earns overtime or compensatory time for additional time worked
Benefits: 23 vacation/sick/personal days initially; 15 holidays; 75% employer-paid health/dental/vision; Simple IRA with 3% match
Hours: 40 hours per week. Typical business hours with some flexibility for preferred schedules.
Environment: This position will be based in our office located at 910 5th Ave SE in Olympia. It can be reached by car or public transit. The building is accessible. This position will have a desk, computer, and phone line at a desk in an open office environment. Minimal off-site travel is required. Occasional remote work is acceptable.
Conditions: This position will be regularly required to use a computer keyboard and screen, communicate with others, reach with arms and hands to file and use a phone, lift up to 20 pounds, and sit for extended periods.
Training: This successful candidate will be onboarded and initially trained through a combination of in-person, online, and written trainings; they are expected to take the initiative to review materials as needed and seek understanding of new developments in order to perform their responsibilities.
Disclaimer: This job description is not to be construed as an exhaustive list of duties nor required skills. Employees may occasionally perform duties outside of their normal responsibilities to meet the needs of the organization.
APPLY
Submit cover letter and resume through the portal found at: spshabitat.org/learn-more/careers. No phone calls, please.