Summary
Description
Judi’s House is seeking a highly organized and proactive Executive Assistant with experience in human resources to support our leadership team in all administrative, operational, and HR-related aspects. The ideal candidate will possess exceptional communication skills, impeccable attention to detail, and the ability to anticipate the needs of the leaders they support. This role requires someone who can thrive in a fast-paced environment, handle multiple tasks simultaneously, maintain confidentiality with sensitive information, and contribute to HR-related initiatives.
ESSENTIAL DUTIES/RESPONSIBILITIES
- Provide comprehensive administrative support to the management team including typing, spreadsheet creation, managing filing system, contacts database, calendar management, scheduling meetings, coordinating travel arrangements, and managing expenses.
- Manage competing priorities as necessary and make appropriate and informed decisions regarding available time.
- Schedule internal and external meetings, coordinating logistics and details, providing relevant materials preparation, and ensuring proper follow-up.
- Screen, direct, respond to, and prioritize calls and correspondence between the leadership team and internal/external stakeholders facilitating the smooth exchange of information as a first point of contact.
- Prepare and edit correspondence, presentations, reports, and other documents on behalf of the leadership, ensuring accuracy and professionalism.
- Conduct research and compile data as requested by the leadership team to support decision-making and strategic initiatives.
- Proactively identify opportunities to streamline administrative processes and improve efficiency within the executive office.
- Assist in organizing and coordinating company events, meetings, and conferences, including logistical arrangements and agenda preparation.
- Provide support to the Board of Directors and related committees. Schedule and arrange meetings, compile, and distribute materials, attend meetings, record, and prepare meeting minutes, and maintain organization documents.
- Plan and oversee logistical arrangements for board, committee, and donor meetings, including space and facility needs, meals and refreshments, supplies, and technology.
- Manage confidential information with discretion and integrity, always maintaining a high level of professionalism.
- Manage reception and front desk spaces, including the direct supervision of the Receptionist.
- Collaborate with the HR department to assist in various HR functions such as recruitment, onboarding, employee relations, performance management, and HR policy implementation.
- Handle confidential HR-related matters with sensitivity and confidentiality, including employee records management and compliance requirements.
- Assist in the development and implementation of HR initiatives and programs aimed at enhancing employee engagement, retention, and organizational culture.
- Handle ad hoc projects and tasks as assigned by the executives, demonstrating flexibility and adaptability to changing priorities.
- Performs miscellaneous job-related duties as assigned.
Supervisory Duties
- Direct supervisor to the Receptionist.
Qualifications
- Bachelor’s degree preferred, or equivalent combination of education and experience.
- A minimum of two years’ experience as an executive assistant supporting executive leaders, a board of directors, or senior management
- Previous experience in human resources, with knowledge of HR best practices, employment laws, and regulatory requirements highly desired
Knowledge and Skills
- High level of proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint, and SharePoint) and Adobe and ability to quickly adapt to new technologies.
- Exceptional organizational and time management skills, with the ability to prioritize tasks and meet deadlines in a fast-paced environment.
- Strong interpersonal skills and the ability to communicate effectively with individuals at all levels of the organization.
- Discretion and confidentiality when handling sensitive information.
- Attention to detail and a commitment to producing high-quality work.
- Adaptability and resilience in managing competing priorities and unexpected challenges.
- Ability to work independently with minimal supervision while also functioning as part of a team.
- Commitment to a mission driven work environment.
- Ability to learn and anticipate the needs of executives and board members.
- Ability to communicate with others on behalf of the senior leadership team and board of directors.
- Ability to be self-directed, take ownership, and see projects to completion on time.
- Excellent interpersonal skills and a strong customer service orientation.
- Excellent writing, copy editing, and formatting skills.
- High personal and professional integrity and the ability to work with confidential information.
- Ability to work collaboratively, exercising good judgment, decision-making, and problem-solving skills to achieve shared goals.
- Strong project management, organizational skills, and attention to detail.
- Appreciation for how short-term projects contribute to successful implementation of long-term strategies.
- Desire and ability to work with people of diverse backgrounds, cultures, perspectives, and lived experiences.
- Strong verbal and written communication skills combined with listening deeply and authentically.
- Demonstrated ability to take initiative and contribute to the goals of a dynamic and growing organization.
- Ability to participate in meetings and events outside core business hours.
Physical Requirements
- Frequently required to sit, talk, hear, stand, walk, bend, stoop, squat, and use hands to fingers, handle or feel, reach with hands and arms.
- Must be able to lift and move 25 pounds at a time.
BENEFITS
About Us:
Judi’s House/JAG Institute (JH/JAG) is the only free-standing organization in Metro Denver devoted solely to supporting grieving youth and families through comprehensive care, research, education, and advocacy. Its mission is to help children and families grieving a death find connection and healing. Since 2002, JH/JAG has supported nearly 13,000 individuals, and educated many thousands more, toward the vision that no child should be alone in grief. The integration of research and practice in a community-based center has uniquely positioned JH/JAG to create social change around the issue of childhood bereavement—elevating it as a public priority and serving as a national leader in the effort to increase access to effective grief care for bereaved children and families.
Judi’s House expects to achieve its vision by adhering to four core values: Compassion, Accountability, Courage, and Respect. Nothing is more important than having a team of people that incorporates these values and holds each other accountable for living this culture every day at Judi’s House.
Our Commitment to Justice, Equity, Diversity, and Inclusion
Judi’s House/JAG Institute centers justice, equity, diversity, and inclusion. We strive to welcome, respect, value, and support our clients, staff, board of directors, and volunteers. Grief is a universal experience. Yet, we know that there are significant barriers that prevent some from accessing grief care. Therefore, we are taking active steps to engage in ongoing learning, reflect the families in our community, respond to the cultural needs of our clients, and address discrimination and inequity.
In fulfilling our mission to help grieving children and families, we are committed to courageously fostering justice, equity, diversity, and inclusion by continually adhering to the following in all aspects of our organization:
· Create safe space for all.
· Invite, engage, and respect every voice to inform our practices.
· Show humility, recognizing who we are and what we don’t know.
· Address systemic injustices and inequities that impact how communities are supported in navigating their grief.
· Lead with our core values to move toward our vision that no child should be alone in grief.
The Position:
The Executive Assistant position is a full time 32 hour per week, non0exempt position working onsite.
Hourly range for this role is: $26.49 – $30.79.
The Benefits:
· Competitive salary commensurate with experience
· Comprehensive health, dental, and vision insurance plans
· Retirement savings plan with employer matching
· Paid time off and holidays
· Professional development opportunities
· Collaborative and inclusive work environment
The Location:
Our new purpose-built 26,000 square foot home is nestled between Central Park and Aurora — just a few blocks east of the Stanley Marketplace. Surrounded by children and families from diverse backgrounds, our new location is ideal for our work. We take great pride in making Judi’s House feel like home—providing a safe space for children and their caregivers to explore their grief and find connection and healing.
Judi’s House is an equal opportunity employer committed in policy and practice to recruit, hire, train and promote, in all job classifications, without regard to race, color, ancestry, creed, religion, sex, age, national origin, citizenship status, marital status, sexual orientation, veteran status, political service, gender identity, affiliation or disability or other classes protected by federal or state law. Judi’s House does not tolerate harassment or retaliation against any employee or applicant based on these characteristics or because the individual exercised their EEO rights.
All offers are conditional on successful background checks. Our background checks include a search on the National Sex Offenders registry, and local, state and federal criminal databases.
HOW TO APPLY
**Application Instructions**
Please submit your resume and a cover letter outlining your relevant experience and why you are interested in this position. We look forward to reviewing your application and considering you for this exciting opportunity.
Application Deadline: May 1, 2024
