Executive Support Specialist bei Community Housing Network

About Community Housing Network

Community Housing Network (CHN) is a nonprofit organization committed to providing homes for people in need through proven strategies of homeless prevention, housing assistance, affordable housing development, community education, advocacy, and referrals.  Since 2001, CHN has served as the leading housing resource nonprofit organization in southeast Michigan and serves thousands of families and individuals annually who are facing homelessness, people with disabilities, low-income households, and other vulnerable Michigan residents. 

Community Housing Network is building thriving communities and overcoming homelessness and housing instability through a work environment dedicated to empowering a work/life balance success through our Core Values: Inclusion, Integrity, Innovation and Passion. 

Community Housing Network provides excellent employment opportunities with competitive salaries and a comprehensive benefit package.  All full-time employees enjoy a rich package of benefits including:

• Health Insurance
• Dental
• Vision
• Health Care and Dependent Care Flexible Spending
• 401k
• Life Insurance
• Long Term Disability Insurance
• Voluntary Products: Short Term Disability Insurance, Life Insurance, Pet Insurance, Hospital Indemnity, Critical Illness, Accident
• Generous Vacation and Medical Leave Time

Community Housing Network is an equal-opportunity employer recognized by the Detroit Free Press as a Top 100 Workplace and honored as a Crain’s Cool Place to Work. 

Executive Support Specialist

Department: Operations 

Reports to:   Administrative Operations Supervisor

Employment Status Classification: Part-Time Hourly; Non-Exempt (28 hours per week)

Job Description Summary:

Under the direction of the Administrative Operations Supervisor, the Executive Support Specialist provides dynamic, high-level administrative support to the executive team and board of directors. This role is essential to ensuring smooth daily operations by managing complex schedules, coordinating meetings and events, preparing correspondence and reports, and facilitating clear, timely communication across departments and leadership levels. The ideal candidate thrives in a fast-paced environment, is highly organized, and attention to detail to every task.

Essential Functions: 

Executive Support:

• Manage complex calendars, schedule meetings, and coordinate travel for five executives.
• Prepare meeting agendas, take minutes, transcribe notes, and follow up on action items.
• Assist with confidential correspondence and project tracking.
• Support executives with data entry, research, and decision-making tasks.
• Create and maintain a secure, technology-forward filing system for the executive team that protects sensitive information and aligns with organizational privacy policies.
• Coordinate conferences, travel, and related logistics across the organization, ensuring all details are managed efficiently and accurately.

Board Coordination:

• Coordinate board meeting schedules in alignment with executive calendars.
• Prepare and set up meeting rooms with necessary materials, equipment, and technology.
• Attend board and subcommittee meetings to take detailed minutes and transcribe them into formal documents.
• Prepare and distribute board agendas, minutes, and resolutions.
• Create and track post-meeting action items to ensure timely follow-through.
• Maintain organized records of board materials and resolutions in accordance with retention policies.
• Manage and update the board’s SharePoint intranet site, ensuring accessibility and version control.
• Collaborate with internal departments to gather documentation and updates for board review.
• Ensure all administrative aspects of board operations are executed with professionalism and precision.

Administrative Operations:

• Handle filing, copying, scanning, and document management.
• Set up and organize meeting rooms with necessary materials and technology.
• Prepare monthly expense reports and manage executive mail.
• Coordinate internal meetings and assist with organizational events.

Qualifications and Skills:

• Proven experience in executive-level administrative support.
• Strong organizational and time management skills.
• Excellent written and verbal communication abilities.
• Ability to work independently and collaboratively across departments.
• Effectively prioritize and manage multiple tasks in a fast-paced environment, exercising independent judgment and seeking guidance when needed.
• Proactive and forward-thinking, with strong analytical skills to anticipate needs, solve problems, and inform decision-making.
• High attention to detail in composing, reviewing, and proofreading materials, establishing priorities, and meeting deadlines.
• Build and maintain collaborative relationships with staff, executives, and external partners.
• Proficiency in Microsoft 365 applications (Word, Copilot, Excel, PowerPoint, Outlook, Teams, SharePoint) and ability to leverage technology to streamline workflow and improve efficiency.
• Reliable transportation, possession of a valid driver’s license, and maintenance of automobile insurance coverage that meets organization coverage limit requirements. (Bodily Injury $100,000 each person and $300,000 each occurrence and Property Damage of $100,000 each occurrence). 

Agency Expectations:

• Commitment to confidentiality, integrity, and adherence to organizational values.
• Adhere to agency policies and procedures.
• Demonstrate exceptional communication and organizational skills.
• Maintain a positive and respectful attitude.
• Demonstrate flexible and efficient time management and ability to prioritize workload.
• Consistently report to work on time and prepared to perform duties of position.
• Proactively and effectively communicate the knowledge gained from education/trainings/conferences to others in the organization through the use of presentations, emails, and conversations. 
• Execute all duties within the framework of Housing First and trauma-informed care principles.
• Prioritize cultural understanding, respect, resilience, adaptability, conflict resolution, and resourcefulness.
• Upholds organizations core values of integrity, inclusion, innovation, passion and vision within our organization and the people we serve.

Travel:
 
Travel required within the communities served.

CHN reserves the right to require a motor vehicle record check with respect to any employee where driving is an essential function of the position.

Work Environment and Physical Demands:

• Primarily in the office with the occasional opportunity to work from home.
• To work from home, the candidate must have a designated space that allows for privacy.
• This position is primarily sedentary, but may occasionally require standing, walking, bending, or lifting to set up conference rooms, trainings, or managing office tasks.
• May be required to work beyond standard business hours to meet organizational needs and for meetings or events. 

Disclaimer:

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice.