Executive Assistant - Real Estate Development & Human Resources

Description

Salary: Non-exempt, $30.62 - $44.38/hour, depending on experience. 

Who We Are: Established in 1980 with a vision to create urban housing opportunities, Bellwether Housing has been a trailblazer in transforming lives. By breaking down housing barriers, we've empowered individuals and families, especially those from marginalized communities. As we continue to make a lasting impact, we're embarking on an ambitious mission to build and acquire 2,500 homes by 2025. This is your opportunity to be part of our dynamic team and help shape the future of affordable housing! 

Position Overview: This EA position is shared between Real Estate Development (80%) and Human Resources (20%). In this role, you will have strong organizational and communication skills and will be comfortable working in a team environment under a minimum of supervision with a high degree of initiative, discernment, and flexibility.   

• Real Estate Development: The EA will provide comprehensive administrative support to the Vice President of Real Estate Development and the Real Estate Development (RED) team comprised of developers, construction managers, and the Program Manager. As the RED team members (“Dev Team”) focus primarily on project work to acquire and build affordable housing in the Puget Sound Region, the EA focuses primarily on non-project-related functions to maintain and streamline the RED department’s efforts. 
• Human Resources: The EA will provide administrative support to the Vice president of HR. The HR team is responsible for all areas of HR across the organization including but not limited to benefits, compensation, staffing, learning and development, policies, and systems. The EA will focus on scheduling, occasional travel coordination, and HR administrative tasks to maximize efficiency and organization.    

Work Schedule: Hybrid – 3 days onsite. Monday – Friday, 8:30 am – 5:00 pm. The final schedule is to be determined by the supervisor.  

Your Impact:  

• Provide complex, confidential administrative support to VP RED and VP HR to represent the interests as needed. Inform on items requiring review, action, or attention. Assist in gathering information, calling attention to deadlines, and reminders.  
• Meet regularly to review, schedule, and coordinate meetings within the organization and with outside constituents.     
• Coordinate Real Estate Committee meetings by managing all aspects of scheduling with board members and internal stakeholders to ensure full participation.  
• Prepare and distribute meeting agendas in collaboration with the VP of RED and relevant team members, as well as organize meeting logistics such as venue setup, virtual meeting links, materials preparation, and technology support.  
• Take detailed and accurate meeting minutes, capturing key discussions, decisions, and action items, and distribute follow-up with assigned individuals to ensure timely completion of tasks. 
• Arrange meetings including venue, food, beverages, A/V, invitations, and response tracking. 
• Distribute meeting materials, write, edit, and disseminate meeting notes, and coordinate retreats and outreach events. 
• Maintain organized records of all meeting documents, agendas, and minutes, ensuring easy and secure access for committee members.  
• Under the direction of the VP RED and the RED Program Manager, reply to inquiries and communicate with internal and external constituents. 
• Prepare emails, correspondence, reports, and data sets involving advanced knowledge of MS Word and MS PowerPoint, intermediate knowledge of MS Excel, and working knowledge of Canva online publishing platform.     
• Assist developers and RED Program Manager in preparing funding applications and requests for proposals.    
• Register team members for seminars, training, conferences, and other events, and arrange travel and accommodation as requested.  
• Manage Dev Team members’ participation in the Housing Washington annual conference and other periodic industry events.  
• Manage VP of HR and Team members' participation in conferences as applicable and update development-related marketing materials and other content updates. 
• Arrange payments for memberships, seminars, and industry events for both teams. 
• Provide support for property grand openings, community outreach for projects in development, art parties, and marketing events such as golf fundraisers to benefit Bellwether.   
• Manage departmental team-building celebrations