Executive Office Administrator

Job Description

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

Administrative Duties : 30% of time

Office Management : 10% of time

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

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