Job Description

Description:

City Care exists to do the work few others are willing to do. We believe in the intrinsic value of every person. It is with love and compassion we advocate for the overlooked in our community. We provide food for the hungry, relief for the hurting, and hold space for complete restoration of lives that have gotten off course. And with enough endurance, we witness, firsthand, remarkable stories of transformation


We believe in the power of unity. Poverty, homelessness, mental illness, and substance use disorder are community issues and deserve a community response of support for those working to create a better life for themselves and their loved ones. We are better, together. Still reading? Great! Now more about the position.

Position Overview:

The Executive Assistant provides administrative and clerical support to the Chief Executive Officer andChief Operating Officer. This position supports daily operations by scheduling meetings, preparingdocuments, maintaining records, and assisting with communication needs. The role also supports CityCare's Board of Directors by coordinating meetings every other month, preparing materials, setting upmeeting spaces, and taking minutes.The Executive Assistant is also one of the first points of contact for the organization. This position answersincoming phone calls, offers accurate information about programs, and connects neighbors to staff orcommunity resources.


The Executive Assistant is also one of the first points of contact for the organization. This position answers


incoming phone calls, offers accurate information about programs, and connects neighbors to staff or


community resources.

Essential Job Functions:

Executive and Administrative Support

Maintain calendars for the CEO and COO by scheduling meetings, confirming logistics, and preparingneeded materials. Prepare agendas, packets, and follow up lists as assigned. Draft and format routine correspondence and documents. Maintain organized digital files, shared drives, and administrative records. Assist with travel arrangements, meeting coordination, and general administrative tasks. Maintain confidentiality with all sensitive information.

Board and Governance Support

Coordinate logistics for Board of Directors meetings every other month, including room setup, technology, and refreshments. Take clear and accurate minutes during board and committee meetings. Compile reports provided by staff into complete board packets for distribution. Maintain board attendance records, rosters, and required documentation. Assist the CEO with preparation and follow up tasks related to board activity.

Phone and Frontline Support

Answer incoming calls and offer helpful, accurate information about City Care programs. Connect neighbors to appropriate staff members or external resources. Greet visitors and support a welcoming environment. Log messages, document follow up needs, and route information to staff.

Operational Support

Assist in coordinating staff meetings, leadership gatherings, and organizational events. Support special projects as assigned by the CEO or COO. Process reimbursements, invoices, and expense reports. Provide clerical support for donor meetings and community partnerships.

Requirements:

Required Qualifications:

Experience in administrative or clerical support roles. Strong written and verbal communication skills. Ability to manage schedules and organize tasks effectively. High attention to detail and accuracy. Experience taking meeting minutes. Comfort answering phones and connecting callers to resources. Proficiency in Google Workspace, Microsoft Office, Zoom, and file organization. Valid driver license, dependable transportation, and active auto insurance. Commitment to City Care's mission and trauma informed values.

Lived Experience Statement:

City Care values the insight and leadership that come from lived experience of homelessness. These


perspectives strengthen our work and help us serve neighbors with dignity and accuracy. For this role,


applicants must be at least three years removed from their own experience of homelessness. This


requirement supports the demands of the position, which include consistent administrative work,


interaction with board members and external partners, and the ability to manage time sensitive tasks with


reliability. A minimum of three years allows applicants to demonstrate sustained stability in housing,


employment, and daily routines, which are essential for meeting the responsibilities of this role.

Preferred Qualifications:

Experience supporting a board of directors. Experience in nonprofit or public sector work. Familiarity with homeless services or a trauma informed environment.

Knowledge, Skills, and Abilities:

Strong organizational and time management skills. Ability to follow established procedures and meet deadlines. Professional communication and customer service abilities. Ability to work well with multiple supervisors and staff members. Reliability, punctuality, and consistent follow through.

Work Environment and Physical Requirements:

Standard office environment with regular in person expectations. Frequent use of computers, phones, and office equipment. Occasional evening hours for events. Ability to lift up to 20 pounds for meeting setup. Ability to travel locally for errands or meeting support.

Compensation and Benefits:

City Care offers competitive hourly pay with a comprehensive benefits package that includes health,


dental, vision, retirement contributions, generous paid time off, and professional development support.


Hourly rate is commensurate with experience and qualifications.