About IHO
At Innovative Housing Opportunities (IHO), you are important. Your contribution cannot be overstated. We take pride in our employees and the work we do, and the services we provide.
Founded in 1976, IHO is an award-winning nonprofit developer that provides high-quality permanent rental housing affordable to low-to-moderate income households in Southern California. The Company and its staff have completed and continue to operate housing projects with integrated services funded with a variety of public sources. Our Mission is to enrich communities by providing high quality, holistic, affordable housing and services. Collaborating with members of the community and local government, business, education, and faith sectors, we built Woodbridge Manor Apartments, Irvine’s first 100% very low-income housing for seniors and disabled individuals in 1981. We then introduced resident-centered services and lifelong learning programs while maintaining strong fiscal controls and management oversight. Even now neighbors are still surprised to learn they are living adjacent to “low-income housing.”
Today, IHO continues to advocate for smarter, sustainable housing and land use legislation. Our communities remain indistinguishable from their market rate neighbors, and our residents continue to thrive. As a nimble and creative development team, we leverage partnerships, new technologies, and financing strategies to identify the most effective ways to build strong families and high-performing cities while finding a win-win for public agencies, private industry, and people seeking housing.
Summary
IHO is looking for a highly effective and results-oriented Executive Assistant to join our innovative and dynamic team in our Santa Ana, CA office. The Executive Assistant is a high-visibility tactical and strategic partner that supports the CEO and the Executive Team to facilitate achievement of IHO’s mission, long-term vision, annual goals, and brand. This role will serve as the primary point of contact for the Board and will support the Board and the Executive Team as an administrative integrator and project manager. The Executive Assistant is responsible for providing organizational and communication framework, ensuring objectives are clear and the Board and CEO are well-prepared.
Core Competencies & Characteristics
- Interpersonal and Relationship Building Skills
- Effective Written and Verbal Communication
- Time Management and Organization
- Discretion and Diplomacy
- Teamwork Orientation
- Attention to Detail
- Results Oriented
- Initiative
Essential Duties and Responsibilities
- Implement and lead the daily corporate office operation standards
- Assist the Executive Team with daily tasks, including scheduling meetings, and coordinating communications and travel arrangements
- Prioritize conflicting needs, handling matters expeditiously and following through on projects to completion
- Attend Board and Executive Team meetings, prepare agendas and board books, meeting notes, and provide follow-up communications regarding action items
- Provide support for Committee meetings, presentations, and external meetings and appointments
- Debrief the Executive Team on essential information in bullet point format before meetings and after events they were unable to attend
- Build and run cadence for Executive Team meetings, Board meetings, and leadership offsites, including structuring and helping to deliver company-wide communications
- Provide support to CEO in overseeing and coordinating third-party marketing, communications, event planning, and brand management consultants
- Support cross-functional strategic initiatives, facilitate special projects, and ensure action items are completed in a timely manner in accordance with IHO’s standards for excellence
- Operate at a tactical, strategic, and operational level, handling the oversight of projects that do not neatly fit within the organizational chart or that fall between departments or leadership areas of responsibility
- Act as an extension of the CEO and information funnel, filter, and facilitator with internal and external stakeholders
- Assess all inquiries directed to the Executive Team, determine priority and the proper course of action
- Triage all incoming requests for the Executive Team’s time and work collaboratively to ensure their calendars are aligned with the priorities of the organization
- Manage and maintain CEO’s schedule, appointments, and appearances
- Proactively follow up with the Leadership team if and when goals are not being achieved to determine why objectives are not being met; Provide actionable recommendations for improvement
- Promote corporate team integration as well as cross-functional communication and collaboration
- Manage key relationships and build a process to track and nurture key stakeholders, investors, and clients
- Track high priority initiatives to identify any/potential obstacles
- Meet with the Board of Directors for business updates, manage and coordinate Board roles and responsibilities.
- Assist the CEO and COO in defining, implementing, and revising operational policies and guidelines for the organization
- Liaise with Leadership Team to compile data from departmental reports into one company report
- Organize and coordinate company events and retreats
- Oversee office facilities and service vendors/consultants
- Manage the master calendar, corporate contacts files, and board management software (Govenda)
- Manage corporate files and work with Leadership Team to ensure files are in order
- Manage and maintain administrative functions such as mail and package delivery, vendor appointments, relationship management, stocking break room and office supplies, etc.
- Other duties as assigned
Qualifications (Knowledge, Skills & Abilities)
- Excellent time management and organization skills
- Effective and professional communication abilities, including being able to communicate with all levels of employees, vendors, partners, clients or guests
- Professional writing capabilities, including emails, memos, letters and other industry-related reports, documents and correspondence
- Project management skills, like goal setting, budget management and planning
- Great customer service and interpersonal skills
- Executes with urgency and shared accountability
- Can work well under pressure
- Self‐motivated, takes initiative and willing to acquire new skills
- Unquestionable personal code of ethics, integrity, and trust; ability to handle and maintain highly confidential information
- High proficiency of Microsoft 365 programs for creating and contributing to spreadsheets, drafting and sharing documents and creating engaging and informative presentations; familiarity with (and willingness to identify, learn, and teach) other streamlining, efficiency, and project coordination software
- Proficient in marketing/graphic design programs (e.g., Constant Contact, Canva, etc.)
- Strong administrative skills, including proficiency in sending and receiving emails, taking meeting notes, calendaring, summarizing data in spreadsheets, preparing presentations, and maneuvering databases
- Strong self-management skills, with the ability to prioritize and handle multiple tasks efficiently.
- Professional, enthusiastic, responsible, and dependable team player
- Proactive, resourceful, detail oriented, and thorough
- Commitment to ongoing professional development and learning
Minimum Education and/or Experience
- Bachelor’s degree in Accounting or Business Administration or a related field from a four-year college or university; or equivalent combination of education and experience.
- Minimum 5 years’ experience in one or more of the following functional areas:
- Executive Officer/Board of Directors support
- Program administration and/or project management
- Operations or governance of nonprofit organizations
- Major event planning and coordination
- preferences
- Previous experience working as a board liaison preferred
- Prior experience in non-profit industry preferred.
Compensation
$77,000 to $123,000 depending on experience
Benefits
- Hybrid Work Environment
- Paid Holidays
- Paid Vacation and Sick Time Off
- 401K with 3% employer contribution
- Medical, Dental, Vision, FSA
- Gym Reimbursement
Travel
While this position primarily works in the company’s Orange County office, visiting property sites and partners and attending conferences and events will be required
Equal Opportunity
Innovative Housing Opportunities is an equal opportunity employer (EOE). Qualified applicants are considered for employment without regard to age, race, religion, gender, sexual orientation, national origin, and disability or veteran status. If you need assistance or an accommodation during the application process because of a disability, it is available upon request (IHO is pleased to provide such assistance, and no applicant will be penalized as a result of such a request).
To apply, please send an email with Executive Assistant in the subject line with your resume to jobs@innovativehousing.com. Deadline to respond is Friday, August 16, 2024.