Working under the direction of the Chief Investment & Financial Officer (CI/FO), the Investment and Finance Coordinator provides high level administrative support and manages the administrative needs delegated by the CI/FO related to the oversight of the Accounting, Real Estate Development and Asset Management Departments. The Investment and Finance Coordinator works primarily with the CI/FO to ensure effective interaction and communication with the Board, staff and multiple constituency groups and stakeholders. The essential duties and responsibilities of this position include, but are not limited to, the following:
- Office Duties: Provide full administrative support to ensure that the office of the CI/FO operates in an efficient manner. Duties include scheduling, preparing for and maintaining minutes for meetings, preparing memos, letters and emails, responding to requests for information, word processing and copying as needed; processing invoices, expense reports, prepares and manages spreadsheets/databases and creates management reports; keeps CI/FO aware of deadlines and tasks/action items required by the CI/FO.
- Liaison with the Board of Directors and Support External Relations: Provide all logistical and document preparation support for board and board committee meetings that are the responsibility of the CI/FO, Standing and Ad Hoc Committees, Investors and any governance task forces or advisory bodies, as directed by the CI/FO. Interface with Board members in the coordination of meetings and events. Record, prepare and maintain minutes for Board, committee and management meetings, as assigned. Maintain and archive resolutions and other corporate documents related to the areas of responsibility under the CI/FO; Assist in communication with external parties tied to the functions of the CI/FO including but not limited to elected officials, government employees, lenders and investors, auditors.
- Organize Travel: Make plane, hotel and ground transportation reservations for the CI/FO, as necessary. Prepare detailed travel itineraries. Schedule meetings and arrange logistical support for all out of town travel. Coordinate group registrations for staff from departments under the CI/FO. Maintain expense reports for training budgets for relevant staff.
- Coordinate Meeting Schedule for the CI/FO: Maintain calendars and scheduling of meetings; prepare daily itineraries; and, when necessary, executive briefing packages for relevant meetings. Manage preparation and logistics for on-site meetings as directed by the CI/FO.
- Coordinate Internal Meetings: Manage the logistics and planning (including catering, audio visual equipment, tables and chairs) for meeting and events including, committee and training meetings as assigned by the CI/FO;
- Coordinate and organize Personal Schedule for the CI/FO: Manage the CI/FO’s personal calendar and errands such as, but not limited to, pickup and drop-off of dry cleaning, etc.; and
- Other Duties: Carry out other duties as required by the CI/FO to further the mission of the Trust in the provision of permanent supportive housing.
This position does not supervise any other personnel.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills and/or abilities required.
Individuals must be able to take initiative, multi-task and make good decisions under pressure. Individuals must be able to get along with employees and colleagues.
Education and Experience
- Associate or Bachelor’s Degree in Finance, Business Administration or other related field preferred; and
- Two (2) to four (4) years’ experience as an Administrative Assistant or combination of post-secondary education and relevant experience, and experience with or interest in affordable housing development or management desirable.
Language and Communication Skills
- Above average interpersonal, verbal and written communication skills;
- Ability to compose correspondence and basic reports, knowledge of proper English, grammar and punctuation and the ability to edit documents;
- Ability to communicate effectively with people from diverse cultures and backgrounds;
- Superior interpersonal and verbal communication skills, excellent telephone and customer service skills are essential;
- A proven ability to interact well with all levels in an organization, Board members, government officials, and community stakeholders, and to work as a productive team member;
- An ability to compose correspondence and basic reports, knowledge of proper English, grammar and punctuation and the ability to edit documents is required with knowledge of a variety of written styles and formats; and
- Knowledge of parliamentary procedure and recording thereof is essential to provide Board of Director meeting support.
Reasonable level of mathematical literacy to include the ability to add, subtract, multiply and divide and review, comprehend and monitor invoices, spreadsheets and other documents for accuracy.
Excellent organizational skills and attention to detail, an ability to prioritize work effectively and adjust to multiple demands, anticipating the needs of a busy executive and organizing the work without constant instruction are required.
Reasoning and Critical Thinking Skills
- Effectively manage and solve problems, and handle situations with complex variables where only limited information exists;
- Ability to work well with others;
- Ability to recognize and appropriately convey the sensitive nature of any situation and the ability to keep all matters appropriately confidential is necessary ; and
- Skill in determining matters of importance and information of use to the CEO, exercise initiative in accomplishing any related tasks or referring the rest with the ability to give, deny or ask for information in a tactful, friendly and to be discrete manner is required.
An above-average level of computer literacy to include moderate to high typing skills. High proficiency in Microsoft Office applications such as Outlook, Powerpoint, Word and Excel and the ability to learn proper use of various software programs, as needed. Knowledge of Adobe Professional and Access is preferred.
Other Skills and Abilities
- Ability to take direction and constructive criticism from the CI/FO;
- Flexible and adaptable to work plan changes and organizational changes;
- Ability to prioritize a heavy workload and handle simultaneous tasks, and be organized and self- motivated, paying close attention to detail;
- Ability to work in a collaborative manner as a member of a team in demonstrating at all times cooperative behavior with colleagues and supervisors, and relating professionally and maintain positive relationships with colleagues and co-workers;
- Relate professionally and maintain positive relationships with community partners, regulatory agencies, the community, other professionals, vendors, residents and co-workers;
- Maintain a professional personal appearance at all times, and ability to understand and follow posted work rules and procedures;
- Ability to perform simple and repetitive tasks as well as complex and variable tasks;
- Ability to take initiative, exercise discretion and independent judgment;
- Ability to take direction and follow tasks through to completion;
- Ability to take direction and accept constructive criticism from the Director Administration and Executive Staff;
- Ability to maintain a neat and orderly work space;
- Ability to prioritize a heavy workload and handle simultaneous tasks; organized and self-motivated, paying close attention to detail;
- Flexible and adaptable to work plan changes and organizational changes; and
- Participate as an enthusiastic and effective team member, demonstrate at all times cooperative behavior with colleagues and supervisors, and relate professionally and maintain positive relationships with colleagues and co-workers.
Certificates, Licenses and Registrations
- Proof of ability to work in the United States; and
- Must have and maintain a valid California driver's license and auto insurance at all times and have the availability of an insured vehicle to travel within the organization’s service area.