EXECUTIVE ADMINISTRATOR

The Executive Administrator provides support to Maiker Housing Partners’ (Maiker) Board of Commissioners and Maiker Housing Partners as a whole, and our LIFE subsidiary and non-profit Board of Directors. The Executive Administrator provides high level administrative support to the CEO and COO and other leadership staff, including, but not limited to calendar management and scheduling support, and meeting management , agenda development and meeting documentation (minutes) for SLT and other strategic committees as identified. (i.e. EAC, DEI and Oversight).

This position will assist in the identification of opportunities to upgrade Maiker’s administrative systems and process infrastructure, including AI tools, to streamline and improve administrative operations.

Other responsibilities include event planning for All-Staff Meetings, Maiker conferences and retreats and will serve as the single point of contact for purchasing for all locally-sourced materials for such events.

The Executive Administrator sets and meets goals and key performance indicators (KPIs) focused on excellent Board and Leadership administration and compliance, workflow improvement, communications, program documentation and stakeholder satisfaction.

Essential Job Duties are performed with strict adherence to Maiker standards, policies, and procedures, and to local, State and Federal laws and regulations. Other duties may be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Board of Directors Support

• Provide support to Maiker Housing Partners’ (Maiker) Board of Commissioners and Maiker as a whole, and the LIFE subsidiary and non-profit Board of Directors, by scheduling meetings, preparing agendas, and preparing informational packets
• Coordinate Board activities and workflow, ensure all board directives and senior management activities e.g., goals, objectives, projects and timelines are maintained and on track for completion
• Prepare and distribute monthly Maiker Board Packets
  • Independently prepare Board meeting packets e.g., meeting notices, agendas, pre-meeting informational packets, and resolutions
  • Distribute Board minutes
  • Upload Board information onto Board area of Adams County Housing Authority website
• Support the Board of Commissioners, schedule meetings, take and distribute minutes, and organize materials for Board committees
• Provide administrative support to LIFE as instructed by the CEO or COO
• Ensures all Board-related regulatory and compliance requirements are met including, annual reporting, Secretary of State requirements, meeting notices and by-law compliance.
• Maintain Maiker legal and non-legal records and act as custodian of related complex or confidential correspondence
• Bring matters of concern to the attention of the CEO
• Serve as active Maiker Colorado Open Records Act Administrator

Executive Administration

• Provide executive level administrative assistance to the CEO, COO and other leadership staff as needed
• Handle the CEO’s communications e.g., draft correspondence as requested, prepare reports, research documentation, and prepare for presentations
• Support SLT and other strategic committee meetings (EAC, DEI, Oversight), develop and confirm agendas, document meeting minutes, distribute materials, and provide follow-up as needed
• Plan and coordinate event planning for All-Staff Meetings, Maiker conferences, events and retreats, confirming locations and venues, managing food and beverage vendors, room layouts and AV requirements. Direct the EAC team support for All-Staff meetings and events.
• Serve as Maiker’s single point of contact for the purchase of all locally-sourced materials
• In conjunction with program directors and managers, analyze legislation and regulations for potential impact on Maiker services and operations[CD1]

Day to Day Administration

• Coordinate schedules for executive team; maintain multiple calendars and oversee calendars to ensure efficient Executive time management
• Schedule and arrange travel plans for Maiker staff
• Distribute fact sheets, news releases, photographs, or scripts to organizations and individuals who may be interested in learning about or publicizing Maiker’s activities or services
• Assist in the identification of opportunities to upgrade Maiker’s administrative systems and process infrastructure, including AI tools, to streamline and improve administrative operations
• Provide input into overall Maiker communications planning and implementation of materials and information designed to keep employees and general public informed of Maiker’s services and activities

Education and Experience

• Bachelor's degree (B. A.); or 3-5 years related experience and/or training; or equivalent combination of education and experience
• Three to five years relevant experience working with Executive Staff and Boards of Directors
• Proficient in use of Microsoft Office including Word, Excel, PowerPoint, AI tools and Database software
• Valid driver’s license and auto insurance

Knowledge and Skills

• Excellent listening, verbal and written communication skills, with ability to write reports, business correspondence, and procedure manuals
• Flexible and open to new ideas and responsibilities, handles pressure, adjusts to changing needs
• Excellent customer service, phone and interpersonal skills
• Demonstrates strong collaboration and teamwork skills
• Builds customer confidence and is committed to increasing customer satisfaction
• Sets goals and objectives; organizes or schedules other people and their tasks; develops realistic action plans
• Understands organizational mission and values, and is in command of critical issues
• Excellent organizing and planning skills, able to manage multiple projects and priorities
• Effectively presents information and responds to questions from managers, employees, and stakeholders
• Displays willingness to make decisions, exhibits sound and accurate judgment
• Demonstrates political and business acumen and maintains strict confidentiality
• Detailed, accurate, and consistently meets deadlines
• Accountable, takes initiative and works independently; manages competing demands
• Defines problems, collects data, establishes facts, and draws valid conclusions
• Reads, analyzes, and interprets general business periodicals, professional journals, technical procedures, or governmental regulations
• Balances competing needs of individuals and organizations

Physical Requirements and Working Conditions

• Hybrid work schedule available for review after successful completion of first ninety days
• Regular computer use throughout the day, ability to sit for lengthy periods of time
• Regularly required to sit, use hands to finger, handle, or feel; and talk or hear
• Occasionally required to stand; walk; make presentations; reach with hands and arms; climb or balance and stoop, kneel
• Reach to shoulder level and above, and bend at the hips and knees
• Specific vision abilities required by this job include close vision.
• Lift/push/pull/carry various objects of 1-10 lbs. frequently and up to 25 lbs. occasionally
• Moderate noise level in the workplace
• Periodic local travel to event and meetings sites

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Education and Experience

• Bachelor's degree (B. A.); or 3-5 years related experience and/or training; or equivalent combination of education and experience
• Three to five years relevant experience working with Executive Staff and Boards of Directors
• Proficient in use of Microsoft Office including Word, Excel, PowerPoint, AI tools and Database software
• Valid driver’s license and auto insurance

Knowledge and Skills

• Excellent listening, verbal and written communication skills, with ability to write reports, business correspondence, and procedure manuals
• Flexible and open to new ideas and responsibilities, handles pressure, adjusts to changing needs
• Excellent customer service, phone and interpersonal skills
• Demonstrates strong collaboration and teamwork skills
• Builds customer confidence and is committed to increasing customer satisfaction
• Sets goals and objectives; organizes or schedules other people and their tasks; develops realistic action plans
• Understands organizational mission and values, and is in command of critical issues
• Excellent organizing and planning skills, able to manage multiple projects and priorities
• Effectively presents information and responds to questions from managers, employees, and stakeholders
• Displays willingness to make decisions, exhibits sound and accurate judgment
• Demonstrates political and business acumen and maintains strict confidentiality
• Detailed, accurate, and consistently meets deadlines
• Accountable, takes initiative and works independently; manages competing demands
• Defines problems, collects data, establishes facts, and draws valid conclusions
• Reads, analyzes, and interprets general business periodicals, professional journals, technical procedures, or governmental regulations
• Balances competing needs of individuals and organizations

Physical Requirements and Working Conditions

• Hybrid work schedule available for review after successful completion of first ninety days
• Regular computer use throughout the day, ability to sit for lengthy periods of time
• Regularly required to sit, use hands to finger, handle, or feel; and talk or hear
• Occasionally required to stand; walk; make presentations; reach with hands and arms; climb or balance and stoop, kneel
• Reach to shoulder level and above, and bend at the hips and knees
• Specific vision abilities required by this job include close vision.
• Lift/push/pull/carry various objects of 1-10 lbs. frequently and up to 25 lbs. occasionally
• Moderate noise level in the workplace
• Periodic local travel to event and meetings sites

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