Job Description

Covenant House Missouri (CHMO) welcomes youth who are runaway, trafficked, at-risk, or experiencing homelessness with unconditional love, absolute respect and a place to call home. Beyond shelter and basic needs, we deliver transformative solutions to help young people ages 16 to 24 build productive, independent and sustainable lives.

The Executive Office Administrator is a multifaceted role that blends executive assistance, administrative support, office management, and advancement specialist responsibilities. The role will provide comprehensive administrative support to the CEO and other executive leaders, ensuring the smooth operation of internal and external communications and activities. It is also an integral role to supporting the advancement team with fundraising, administration, and marketing activities. This role requires a seasoned professional capable of handling a broad range of executive and administrative tasks in a fast-paced environment. The ideal candidate is detail-oriented, a strong communicator, and adept at balancing multiple priorities with precision.

SUMMARY OF DUTIES:

Executive Assistance: 40% of time

· Supports the CEO and executive leadership team, board of directors, and board committees with meeting scheduling, agenda preparation, committee file maintenance, correspondence coordination, minutes taking, and document and signature obtaining.

· Manage routine paperwork and filing, both physical and electronic.

· Prepare reports, agendas, presentations, and information packets for board meetings, internal staff meetings, and meetings with external organizations.

· Serve as an administrative representative on internal committees such as the Employee Advisory Board and Campus Safety Committee.

· Screen calls, manage calendars, arrange meetings and events, prepare reports and financial data, and handle customer relations.

· Manage the CEO's calendar, including scheduling meetings, coordinating appointments, and resolving any conflicts efficiently.

· Serve as the first point of contact between the CEO and internal/external stakeholders, including clients, vendors, and business partners.

· Organize and maintain the CEO's files, both physical and digital, ensuring easy retrieval of information.

· Plan, coordinate, and execute executive-level meetings, including Board of Directors meetings, leadership team sessions, and strategic planning events.

Advancement Support: 20% of time

· Support the advancement team with fundraising, administration, and marketing activities.

· Assist with the scheduling and posting of social media content to enhance the organization's online presence and engagement.

· Assist with the logistics of fundraising events, including planning, coordinating with vendors, ordering items, managing registrations, and ensuring all event details are executed smoothly.

· Represent the organization internal and external customers, including regular contact with CHMO team members, vendors, suppliers, outside agencies, the public, and the community.

· Serve as back up database coordinator with reporting and data entry functions.

· Assist with developing, implementing, and managing marketing initiatives to promote Covenant House Missouri services and enhance brand visibility as needed.

· Coordinate with staff marketing strategies that include social media campaigns, email marketing, content creation, and digital advertising.

· Collaborate with internal management team to ensure consistent brand messaging across all platforms.

· Manage the company's website, ensuring that content is up-to-date, relevant, and reflective of Covenant House Missouri's mission and services.

Administrative Duties: 30% of time

· Maintain confidence and protect operations by keeping information confidential.

· Prepare management reports by collecting and analyzing information, utilizing various internal and external correspondence, forms, and reports.

· Provide background information, meeting summaries, and supporting documents for appointments and meetings.

· Complete administrative projects for executive leadership as needed.

· Provide backup support to the front desk and perform other duties as assigned.

· Coordinate complex domestic and international travel arrangements for Executive Leadership, ensuring seamless itineraries, accommodations, ground transportation, and all related logistics.

· Prepare and edit correspondence, presentations, reports, agendas, meeting materials, minutes, and other documents on behalf of Executive Leadership.

· Facilitate communication and follow-ups on action items resulting from meetings, ensuring tasks are completed promptly.

· Manage logistics for virtual and in-person meetings, ensuring all technological and physical setups are arranged.

· Assist in the planning and execution of special projects and initiatives as directed by the CEO and executive leaders.

· Track project timelines and milestones, ensuring that all deliverables are met within deadlines.

· Handle confidential information with discretion and maintain a high level of professionalism.

· Manage office supplies, equipment, and other resources to ensure operational efficiency.

· Process expense reports, invoices, and other administrative paperwork promptly.

Office Management: 10% of time

· Ensure employees have the necessary tools, information, and resources to perform their jobs effectively by managing administrative and office supplies within budget, conducting price comparisons, inventory management, and maintaining vendor relationships.

· Coordinates logistics, travel and meeting room arrangements for all-staff events, including One Team Meetings, Leadership Team Meetings, New Hire Orientations, and off-campus team engagement events.

· Act as the vendor liaison for shared administrative systems like copy machines, fax machines, scanners, telephony, and network providers.

· Set up and maintain an agency-wide master calendar, and train team members on its use to ensure efficient scheduling and coordination across the organization.

WORKING RELATIONSHIPS

Regular contact with all CHMO staff, CEO, board members, donors, volunteers and outside agencies.

KNOWLEDGE, SKILLS, & ABILITIES

Education & Experience

A bachelor's degree in business administration or related field preferred and 3 years experience working in nonprofit or office administration preferred. High School Diploma or GED required plus 5 years previous experience working in a human service agency helpful.

Qualifications

· 3+ years of experience in an Executive Assistant role, preferably supporting a senior and executive leadership

· Proven experience in marketing, with a strong understanding of both traditional and digital marketing strategies

· Exceptional organizational skills with the ability to manage multiple tasks and priorities simultaneously

· Strong written and verbal communication skills

· Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, and Teams) and marketing software tools

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