Executive Assistant & Office Manager

Job Title: Executive Assistant & Office Manager
Starting Wage: $25 - $32/Hour DOE
On-site position: Fromhold – 32 hours weekly; must be available to attend monthly evening Board meetings both virtual and on-site.
Reports to: People & Culture Director

Overview
Share provides a wide range of services including street outreach, hunger response, emergency shelter, housing, and asset building to help people experiencing poverty, hunger, and homelessness move toward stability, housing, and self-sufficiency.

Our employees are at the heart of this work. Every role contributes essential skills, knowledge, and expertise to our mission and makes a meaningful difference in the lives of the people we serve. At Share, we value the unique strengths and potential each person brings, and we are committed to a workplace grounded in collaboration, inclusivity, growth, and opportunity.

If you are looking for meaningful work where your skills can make a real difference, we invite you to join our mission-driven team. Share offers a generous benefits package, including four weeks of PTO, a wellness program, a 401(k) with employer match, and health, dental, and life insurance.

DEI Statement

Share wants to be part of a community that brings about change. We are committed to actively working to dismantle racist systems, focusing on sustainable solutions to structural racism, police violence, and inequitable economic, health care, and education systems. It requires all institutions, including ours, to ask what more we can and should do to live our commitments to diversity, equity, and inclusion – and we must be brave enough to make changes.

EEO Statement

We value and are actively seeking to create a diverse work environment because teams are stronger with different perspectives and experiences. We encourage women, people of color, LGBTQIA+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, older members of society, and others from minority groups and diverse backgrounds to apply.

We do not discriminate on the basis of race, gender, gender identity, gender expression, sex, religion, color, national origin, sexual orientation, age, marital status, veteran status, or disability status. All employees and contractors of Share are responsible for maintaining a work culture free from discrimination and harassment by treating others with kindness and respect.

Job Description:  

The Executive Assistant & Office Manager provides comprehensive administrative and strategic support to the leadership team, while ensuring the physical office environment runs seamlessly. This dual-focus role acts as both a trusted gatekeeper for executive leadership and the primary steward of daily office operations.

   Major Duties and Responsibilities: 

• Provide high-level administrative support to the CEO.

• Handle confidential communication and executive correspondence, including email and phone communications, with professional discretion.

• Serve as the liaison between CEO and internal or external partners.

• Handle board meeting logistics: Coordinate, set up, and execute all board of directors' meetings, including preparing materials, managing AV setups, and arranging catering.

• Attend all board sessions to take accurate meeting notes and distribute official minutes to stakeholders.

• Provide administrative support to projects throughout the year in partnership with the CEO, the senior leadership team, and the board.  

• Support onboarding of new employees through badge creation and business card ordering and be the point person for replacements for staff.

• General office operations including supply orders, fax management, delivery distribution, and office machine troubleshooting. Work closely with our Maintenance Tech & Custodian to maintain proper functioning of Fromhold.

• Coordinate emergency service visits with plumbers, electricians, or locksmiths to quickly resolve facility disruptions.

Knowledge, Skills and Abilities: 

• Knowledge of basic office functions. 

• Must possess strong telephone skills.

• Must demonstrate effective communication skills by conveying necessary information accurately and effectively both orally and in writing. 

• Must be detail-oriented and have strong organizational skills. 

• Assure that participants, staff, volunteers and community partners are treated with respect and dignity regardless of race, ethnic background, gender or socioeconomic background 

   Minimum Qualifications:    

• 3+ years supporting senior executives

• High discretion, meticulous organization, and a proactive approach to physical troubleshooting.

• Proficient in advanced computer operations, including expertise in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and the ability to troubleshoot and optimize software functionality. 

• Ability to maintain confidentiality: Adhere to strict confidentiality of staff, organization, and participant information  

• Strong problem-solving skills: resourceful and able to resolve challenges while knowing when it's time to stop and ask questions or seek additional guidance.

    Work Environment and Physical Demands: 

This position involves working in an office setting and working with or individuals who have experienced many life challenges including mental illness, domestic violence, substance abuse, etc. You may be required to lift boxes weighing 20 lbs. as supplies come in.  

What we offer:

• Mission driven work, focused on success for those we serve as well as the success of our staff.

• Kaiser Medical & Vision plans, Guardian Dental, Life Insurance and Employee Assistance Program, WEX FSA and HRA, Wellness Plan worth up to $900 per year, and a 401 K plan with a 4% match.

• Opportunities for personal advancement, robust trainings, and a People & Culture Newsletter to keep you informed.

• We also support several employee-led committees focused on building connections, fostering inclusion, and strengthening our workplace culture in support of Share’s mission.

Potential new hires will require a background check, which could include:

• Valid Driver’s License/ Motor Vehicle record   

• Criminal Background History   

• Sex Offender Registry   

• OFCCP Registry  

• Drug Testing

ADA/Accommodation statement

If you require reasonable accommodation to complete a job application, pre-employment testing, or a job interview or to otherwise participate in the hiring process, please contact Becky West at 360-952-8315

Disclaimer

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.