Executive and Administrative Associate

The Executive and Administrative Assistant at Umoja plays a crucial role in supporting executive leadership by serving as the primary liaison between executives, employees, clients, and external partners, with a specific focus on our collaboration with the statewide Community College Chancellor’s Office (CCCCO). This role revolves around providing comprehensive support to the Executive Director/CEO, managing administrative tasks, coordinating schedules, and facilitating effective communication between management and staff. The ideal candidate should possess experience in diverse communities, as Umoja's college programs cater to a wide-ranging student population.

Key skills and characteristics for the EAA role are high-level leadership and project management experience, able to take initiative, resourcefulness, attention to detail, troubleshooting and problem solving, quick execution, and time management. The EAA should have strong business acumen and possess high standards. The EAA must uphold the vision, mission, and principles of the Umoja Community Education Foundation and the scope of work provided to the CCCCO by fulfilling the following job duties:

Key Responsibilities:

• Report directly to the Executive Director.
• Handle day-to-day administrative functions, including clerical support and scheduling meetings, conferences, and training sessions for the Executive Director.
• Manage executive calendars and arrange meetings.
• Coordinate travel and accommodation arrangements for the Executive Director and the Board of Directors when necessary.
• Ensure timely and accurate flow of information among stakeholders.
• Take accurate minutes during staff, board, and executive meetings as directed.
• Screen and direct phone calls and distribute correspondence.
• Organize and maintain a diverse array of executive files, forms, and correspondence.
• Prepare, summarize, and assist with organizing reports.
• Create invoices and other fiscal documents for the Executive Director.
• Manage office supplies and service orders.
• Attend staff meetings and compile notes for distribution to the senior leadership team.
• Distribute weekly announcements.
• Assist with special projects as assigned.
• Perform additional duties as required.

Key Skills and Characteristics:

• Demonstrated high-level leadership and project management experience.
• Proven ability to take initiative and demonstrate resourcefulness.
• Strong attention to detail, troubleshooting, and problem-solving skills.
• Quick execution and efficient time management.
• Possesses strong business acumen and maintains high standards.

Requirements

MINIMUM QUALIFICATIONS:

• Associate degree required, bachelor’s degree in a related field preferred
• Three to five plus years of Executive Assistant experience
• Relevant experience in executive and administrative support roles.
• Proficiency in office software (e.g., Microsoft Office Suite).
• Excellent organizational and multitasking abilities.
• Familiarity with working in diverse communities.
• Strong written and verbal communication skills.

Benefits

Competitive salary commensurate with experience, along with a comprehensive benefits package including health and dental.

If you are a results-driven, strategic leader with a passion for creating positive change in underserved communities, we encourage you to apply for the Chief Operating Officer position at Umoja Community Foundation. Join us in our mission to empower individuals and transform communities.