Ceo Jobs

About The Position

Requirements

• At least three years of relevant administrative, scheduling, office coordination, or similar experience; an equivalent combination of education and experience will be considered.
• Strong organization, attention to detail, and reliable follow-through, including the ability to anticipate routine needs and complete work without repeated reminders.
• Clear written and verbal communication skills, including the ability to draft routine correspondence, proofread materials, and take accurate meeting notes.
• Professional, welcoming interactions with staff, board members, donors, volunteers, and community partners from diverse racial, ethnic, cultural, and economic backgrounds.
• Sound judgment about confidentiality, urgency, and when to seek guidance; comfort asking clarifying questions and respectfully communicating priorities and boundaries.
• Working proficiency with Microsoft Office or Microsoft 365 and willingness to learn donor databases, approved AI tools, and other systems.
• Ability to manage multiple assignments, adapt to changing priorities, and flag competing deadlines before work falls behind.
• Commitment to Habitat for Humanity’s mission and to an inclusive workplace where people are treated with dignity and respect.

Nice To Haves

• Experience supporting an executive.
• Experience working in a nonprofit or philanthropy office.
• Experience using a donor database.

Responsibilities

• Manage the CEO’s calendar according to agreed priorities, protect time for focused work and preparation, and resolve routine scheduling conflicts within established guidance.
• Review calls, emails, and requests through authorized access; route routine matters, flag urgent or sensitive issues, and draft or send routine responses within approved authority.
• Hold a brief weekly planning meeting with the CEO to review commitments, deadlines, preparation needs, and decisions requiring attention.
• Maintain a shared system for commitments, deadlines, and follow-up; request updates from staff on the CEO’s behalf and flag delays or missing information.
• Enter CEO donor interactions, approved meeting notes, and next steps in the donor database promptly and accurately, following confidentiality and data-quality standards.
• Track donor follow-up assigned to the CEO and coordinate with philanthropy staff to help complete it on time.
• Prepare schedule previews and concise meeting materials, including purpose, participants, relevant background, and outstanding follow-up.
• Draft and organize agendas, correspondence, and presentations using input from the CEO and staff; verify names, dates, links, and attachments before distribution.
• Attend meetings as requested, including selected meetings the CEO cannot attend; record key discussion points, decisions, owners, and deadlines, and provide a clear summary.
• Coordinate travel, itineraries, registrations, meeting logistics, expense reports, and receipts; maintain accessible executive files and contact information.
• Coordinate donor meetings, visits, and calls involving the CEO and Vice President of Philanthropy, confirming logistics and preparation needs in advance.
• Prepare, process, and deposit check payments received by the organization, including check donations.
• Manage processing of donations received by check, credit or debit card, ACH, stock transfer, and gift-in-kind.
• Prepare and send thank-you letters, acknowledgments, and other donor correspondence using approved templates, review processes, and team procedures.
• Assist with mailings, invitations, RSVPs, materials, and donor event logistics as capacity allows; refer gift, solicitation, and donor strategy questions to philanthropy staff.
• Assist with events by coordinating food and supplies, ordering, expense submission, setup, takedown, and guest stewardship.
• Use Microsoft 365, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint, for scheduling, documents, basic spreadsheets, records, and file sharing.
• Use approved AI tools for routine drafting, formatting, and summarizing within organizational privacy rules; verify accuracy and obtain required review before use.
• Maintain administrative checklists and recurring calendars, document routine procedures, and suggest practical improvements that reduce avoidable work.
• Provide logistical support for occasional CEO projects with clear deliverables, deadlines, and priorities.
• Maintain discretion and appropriate access controls for executive, personnel, board, and donor information, and promptly alert the CEO to time-sensitive concerns.

Benefits

• Employee benefits package; specific benefits are not listed.