Executive & HR Administrative Assistant

Human Resources

Malden

Heidi Weller

Part-time

About Us

At Housing Families, we are working to achieve housing equity and wellbeing for all. We partner with communities, families, and individuals to ensure housing stability by offering tailored services including temporary and permanent housing, food assistance, counseling and therapy, legal services, and youth programs.

With Housing Families’ continued growth, we now offer services in Malden, Everett, Revere, Chelsea, and Medford, where, since our inception in 1986, we’ve strengthened housing security for over 2,400 families and individuals.

We are looking for those who share in this vision and for skilled, compassionate individuals who share in our agency values of Respect, Caring, Integrity, Growth, and Team Work:

• Respect – We treat people with dignity.
• Caring – We show compassion and act thoughtfully.
• Integrity – We adhere to high standards.
• Growth – We foster innovation and continuous development.
• Team Work – We collaborate and celebrate.

Role Purpose & Responsibilities

Purpose

The Executive & HR Administrative Assistant will handle clerical tasks throughout their life cycle and ensure proper due diligence for all processes. This person will support human resources and senior executives in an administrative capacity. The Executive & HR Administrative Assistant will work with the Human Resources, CEO, Deputy CEO and some Program Directors to support each is meeting their goals, deadlines, and reporting requirements.

Responsibilities

• Provide high-level administrative support to senior executives, including managing emails, organizing documents, and preparing for meetings.
• Assist in coordinating logistics for internal and board meetings, preparing materials, and taking notes.
• Manage scheduling for employee onboarding activities and assist with pre-hire background checks and new hire paperwork for the HR department.
• Monitor and manage confidential information with professionalism and discretion.
• Conduct research and create reports on various topics as required.
• Cover the front desk and route phone calls as needed.
• Maintain HR documents and related records and reports.
• Update databases internally and externally.
• Write and edit documents for HR and senior executives as directed.
• Run errands and handle tasks as requested by senior executives.
• Oversee incoming and outgoing communications for HR and senior executives.
• File important documents, such as reports, meeting notes, emails, and letters.
• Keep important information and documents organized physically and electronically.
• Other duties as assigned.

Qualifications/Requirements

Qualifications

• Ability to work both under supervision and independently, with professionalism and strict confidentiality.
• Self motivated, organized and detail-oriented; team player with a willingness to help where required.
• Attention to detail with the ability to be flexible and remain positive.
• Open to feedback with a desire and ability to learn and grow.
• Ability to remain calm and responsive; to self-regulate.
• Possess critical thinking, analytical, problem solving, and negotiating skills.
• Able to understand and execute complex instructions.
• Outstanding computer skills, including use of Microsoft 365, Excel, Word, PowerPoint.
• Experience working in deadline-driven environments.
• Able to work well in a team environment, handle multiple assignments and meet deadlines.
• Highly effective oral and written communicator with the ability to adapt to a wide range of communication styles.

Eligibility Requirements

• Prior experience in human resources preferred.
• Excellent computer skills in Microsoft Office 365, Word, Excel, Powerpoint and Adobe

• Must be willing to work in Malden, MA, and possibly travel to program areas.
• Must have unrestricted work authorization to work in the United States
• Must have reliable transportation.

Physical Requirements

• Must be able to lift up to 15 pounds at a time walking up and down flights of stairs
• Must be able to sit for prolonged periods of time at a desk while working on a computer

Applications/Compensation

• Compensation/Hours: M-F, non-exempt hourly $24.04 about 40hrs/wk.
• Benefits: PTO, generous holiday schedule. Health/Vision/Dental and 403B retirement.
• Please send a cover letter and resume to: HR@housingfamilies.org
• Please include “Exec & HR Admin Asst” in the subject line.