JOB TITLE:Nonprofit Board Liaison and Executive Administrative Assistant

RESPONSIBLE TO: Chief Executive Officer

FLSA STATUS: Exempt

This document is intended to describe the general duties required for this position. It is not intended to serve as an exhaustive list of duties, skills and responsibilities.

About the Affordable Housing Alliance:

Founded in 1991 to address the overwhelming need for affordable housing in Monmouth County, the Affordable Housing Alliance (AHA) has grown from a small $25,000 grant into a multi million dollar annual operation and powerhouse non-profit. In our decades of service, we've developed over 600 affordable housing units with a strong pipeline fueling future growth. Our passionate team of difference-makers guides residents through every step of the housing journey - from homelessness prevention and rental assistance, to homebuyer education and foreclosure counseling.

At the AHA, we believe that safe, decent and affordable housing is a fundamental human right. Everyone deserves to feel secure, comfortable and supported in the place they call home. As a catalyst for change in our community, the AHA strives to uphold this right by providing comprehensive housing services and solutions for all who need it most.

Our Core Values

Integrity- We demonstrate honesty and unwavering ethical conduct in all of our actions. At the AHA, we build trust through transparency and hold ourselves accountable to the highest standards.
Hope - We meet each person where they are in their unique journey with genuine understanding. By offering tangible assistance, we nurture hope and empower individuals to build their path forward.
Adaptability- We embrace change as an opportunity to innovate and grow stronger. At the AHA, we respond dynamically to evolving community needs, turning challenges into possibilities for those we serve.
Community Service - We dedicate ourselves to uplifting others and improving lives through meaningful action. At the AHA, we create positive change by empowering individuals, fostering independence, and building a more vibrant community for all.

JOB SUMMARY: The Executive Assistant and Board Liaison has three major functions:

Providing administrative support to the CEO and Executive Staff
Serving as the liaison to the Affordable Housing Alliance’s (AHA) Board of Directors.

3) a wide range of administrative and general office duties to ensure timely and accurate completion of projects that enhance the efficiency and effectiveness of AHA in achieving its mission.

The Executive Assistant and Board Liaison keeps communication and events between the Board, committees and staff running smoothly. This role is responsible for confidential administrative support to the Board and CEO, providing administrative support to the Executive Staff, including the Chief Program Officer, Chief Financial Officer, and Chief Operating Officer as needed.

ESSENTIAL FUNCTIONS/DUTIES:

Executive Assistant:

Handles administrative responsibilities for the CEO including and not limited to scheduling and coordinating meetings, managing calendars.
Ensure reception area is kept presentable (e.g. pens, forms and agency brochures
Receive, sort and distribute daily mail/deliveries
Serve as the “face” of AHA by greeting visitors and clients, ensuring smooth handoff to Program Navigator staff.

Provide smooth communication between Senior Leadership and staff
Receives and screens incoming calls/emails and correspondence and responds independently when appropriate
General executive clerical duties including photocopying, fax and mailing.
Calendars and coordinates all meetings and keeps the CEO Informed of any changes.
Produce agendas, prepare and review documents, where applicable.
Builds and maintains strong working relationships with the CEO, Executive Committee of the Board, and other employees.
Coordinates travel, including but not limited to conferences, meetings, and special events.
Receives and screens incoming calls and correspondence and responds independently when appropriate.
Serve as an administrative support to others as needed.
Other general administrative functions and duties as assigned.

Board of Directors Liaison:

Scheduling and coordinating Board and Committee meetings.
Developing and distributing meeting materials.
Interfaces with and provides general support to the Board of Directors.
Creates and maintains the Board of Directors and Board committees’ annual calendars and term sheets.
Distributes all Board and Board committee meeting reminders, agendas, reports, special mailings and other necessary documents that ensures effective communication.
Attends and takes minutes at all Board and Board Committee meetings and provides minutes and recap to all appropriate people.
Prepares Board binders and organize logistics for Board events
Maintain Board distribution lists and contact information, send out and track annual Conflict of Interest Forms and Disclosure Forms, and update Board Information and Committee Selection Sheets.

QUALIFICATIONS/EDUCATION:

A deep commitment to racial equity and justice, and strong alignment with our organizational values
Experience working with a Board of Directors/Governing Board, preferred.
Three (3) + years of experience in a high-level administrative or executive assistant capacity, required.
Excellent technical skills, including minute-taking, and computer software skills.
Confident written communication, with polished professional writing, and the ability to proof-read and craft organization documents.
Strong emotional intelligence, including the ability to build trust and rapport in relationships with those from diverse backgrounds, be fully accountable for the impact of actions on others, and listen respectfully.
Superb customer service skills and attitude.
Attention to detail
Ability to multi task while working on deadlines.
Managing multiple competing priorities
Ability to foresee potential problems and plan contingencies accordingly.
Ability to maintain and protect sensitive and confidential information.
Proficiency in Google workspace preferred
Must be willing and available to occasionally work evenings for the monthly board meeting.
Ability to independently anticipate and meet needs of the CEO and Executive Staff.

PLUS - QUALITIES & SKILLS:

Strong emotional intelligence and ability to build relationships across diverse backgrounds
Superior customer service mindset
Strategic problem-solving and contingency planning capabilities
Proven ability to:
- Manage competing priorities and deadlines
- Maintain confidentiality
- Independently anticipate executive needs
- Pay careful attention to detail
Deep commitment to racial equity and justice
Strong alignment with organizational values

We Encourage Applicants Who:

Have experienced homelessness or housing insecurity and understand the barriers and opportunities within these experiences
Are passionate about using their experiences to support others and advocate for change
Bring a personal understanding of systemic challenges related to economic insecurity

Affordable Housing Alliance Inc

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Nonprofit Board Liaison & Executive Assistant