Quality Assurance Engineer
Incubate Labs Pvt Ltd
The executive assistant to the ceo will provide high level administrative support to the ceo, executive team and board of directorsDuties include managing communication, time and calendar management, researching/compiling information, coordinating activities between departmentsThis position maintains data, generates and formats reports and other documents using a full range of computer software skills including spreadsheets, word processing, desktop publishing, database management, presentation software, etc.
Organizational overview / who we are ~
For 30 years, mutual housing california has been dedicated to our mission of developing, operating and advocating for sustainable housing that builds strong, inclusive and diverse communities through resident participation and leadership developmentWe do not just build housing that people can afford- we strengthen the daily lives of more than 3,600 residents and families living in our 19 communities in the north central valleyMutual housing california and its property management affiliate, mutual housing management, have 70 employees who work together to create healthier, stronger, more stable communities for all.
Essential duties and responsibilities
Communication support: assist to conserve ceo’s time by managing ceo’s inbox, collecting and analyzing information; screens and responds to calls, directing callers as appropriateDrafts and sends emails, letters, and other inter-office communications and external recipients.
Time management support: maintain ceo’s calendar by planning and scheduling meetings, conferences, teleconferences, and travel.
Logistical support: drives planning and logistics in the coordination of board and executive team, and all-staff meetings and events hosted by the office of the ceoProvides on-site administrative support at meetings and events.
Project tracking: establishes and maintains detailed calendars and timelines of related activities, due dates, and schedulesWorks with the team to organize and maintain control of files on matters in progress and follows up to ensure completion.
Research support: conducts basic internet researchCompiles, reviews, and summarizes various types of reports, spreadsheets, and documentsMaintains a variety of files and records; maintains databasesPrepares reports by collecting and analyzing information.
Clerical/logistic support: secures and manages supplies, equipment, and other items as requiredAnswers phones, types, files, operates copier, and provides clerical support including drafting, editing, and typing memos, routine correspondence, reports, and related materialsProcesses invoices and reimbursements.
Board of directors support: manages communications and relations with board of directorsPrepares monthly agendas and takes minutes for board committeesWorks with ceo and board chair to maintain board member documentation and ensure consistent board member communications.
New board member onboarding: schedule tour, meetings with senior staff, coordinate and assist with other onboarding activities as determinedSupport ceo and board chair with new board member recruitment.
Meeting planning & support: coordinate senior management and all-staff meetingsWorks with the senior management team to prepare meeting agendas and takes, transcribes, and distributes meeting minutes and follow-up actions.
Required skills and abilities
Excellent interpersonal communication skills
Highly proficient written and verbal communication skills
Proactive approach to problem solving with strong decision-making skills.
Protects the organization by keeping information confidential and understanding the importance of exercising discretion and diplomacy.
Self-starter with ability to manage multiple priorities
Strong organizational skills and detail oriented
Proficient with microsoft office suite
Time management and task completion skills
Education / position requirements
Bachelor’s degree preferred
Valid california driver’s license, clean dmv record, and proof of automobile insurance
Three-to-five years of administrative/executive assistance experience supporting a c-level executive
Previous experience managing multiple calendars
Document/presentation creation using ms office, google drive, word, excel
Previous experience preparing reports, memos, general correspondence
Meeting preparation assistance, including monthly committee and board meetings experience preferred
Experience handling travel logistics