Position Summary
The Executive Coordinator to the CEO provides a broad range of administrative, managerial, and project
support for the Chief Executive Officer (CEO). This position represents the CEO at meetings when necessary
and serves as a liaison with the Covenant House Alaska Board of Directors. The individual in this role works
closely with the CEO on a day-to-day basis, coordinates administrative details and maintains the workflow of
the Executive Office. This role exercises frequent independent judgments, within agreed upon limitations, and
assists in the cultivation of donors, provides information and giving opportunities. In order to assure integrity of
the Executive Office, this role is responsible for maintaining personal and highly confidential information.
Essential Functions
• Demonstrates a clear understanding of the Covenant House Mission, philosophy, history and tradition(s) and the underlying values upon which the Agency is founded to the staff, youth and the community we serve.
• Maintains a high level of ethical standards.
• Understands and complies with all Agency policies and procedures.
• Actively participates in all staff meetings and trainings.
• Maintains a positive and professional working relationship with the public, including partner agencies and families of the youth we serve.
• Demonstrates an enthusiastic commitment to the job and the Agency.
• Accepts and integrates supervision feedback.
• Coordinates office services and related activities of the Chief Executive Officer (CEO), as well as assists in coordinating the planning activities of the agency.
• During the absence of the CEO, maintains office operations, continues to expedite internal and external requests.
• Assumes a degree of decision-making responsibilities, as defined by the CEO.
• Refers relevant and time sensitive matters to the appropriate Executive team member.
• Compiles statistical information and research data to develop reports and complete special projects designated by the CEO.
• Maintains and updates Covenant House Alaska's profile on Charity Navigator and GuideStar, ensuring accurate and timely submission of required information for ratings and donor transparency.
• Manage the Hustle texting platform, including user accounts, training, compliance, and troubleshooting.
• Assists with grant management, as directed and/or instructed.
• Schedules and prepare agendas for regular and special called meetings, securing requested information, and compiling various reports and studies.
• Exercises judgment and discretion in each of the following:
- Handling sensitive and confidential information with the CEO and the Executive Leadership Team.
- Screening, prioritizing, and directing telephone calls.
- Responding to requests for information.
- Responding to correspondence not requiring the personal attention of the CEO.
- Opening and preparing the CEO’s office mail and distributing appropriately.
- Preparing required documentation and follow-up in the CEO’s office for authorized payment.
- Representing CHA at various professional, civic, and governmental organizations and meetings.
- Assisting the CEO in drafting and/or composing correspondence, editing letters and memos, finalizing contracts, writing reports, etc.
• Attends Board meetings and Board Committees meetings in which the CEO holds responsibility.
• Takes accurate minutes for the Executive Leadership Team meetings and Board meetings.
• Keeps up to date on Board and/or Board Committee activities.
• Maintains calendar with miscellaneous tasks, timeframes, and pertinent information.
• Ensures meeting and task deadlines are met.
• Performs general secretarial duties.
• Answers telephones.
• Organizes and maintains files for the Executive Office.
• Conducts a wide variety of correspondence.
• Processes large volumes of mail routing, as appropriate.
• Runs errands and pickup/delivers agency information.
• Able to handle multiple tasks, priorities and interacts with Board of Directors, staff, volunteers and clients effectively.
• Attends meetings as assigned.
• Assists in conducting Agency tours.
• Assists in producing Board related reports from Raiser’s Edge (CHA’s donation tracking system) .
• Keeps supervisor fully informed at all times.
• Performs other functions, as designated by the CEO.
• Other duties as assigned
Minimum Education
Bachelor’s Degree is preferred. Or equivalent combination of education, training, and experience.
Minimum Experience
Minimum of three (3) years office management experience
Knowledge, Skills, and Abilities Required
• Basic understanding of adolescent development and behaviors; demonstrate enjoyment of and ability to relate to at-risk youth and demonstrates empathy with the joys and pains of others
• Strong ability to relate effectively with staff, youth, and community agencies;
• Is approachable, builds rapport well and practices attentive and active listening.
• Knowledge of adolescent development, family dynamics, crisis intervention.
• Learn and stay current on platforms used by the organization or including, but not limited to; Microsoft Office, Smartsheet, Adobe Suite, Canva, etc.
• Ability to work with people of varied cultural backgrounds and tolerate differences in behavior.
• Support equal and fair treatment and opportunity for all; tolerant of people and processes.
• Ability to work independently, using good judgment, and common sense.
• Demonstrated ability to work independently and as part of a team, to think ahead and be a problem -solver
• Maintain confidentiality
• Self-motivation, initiative, sound judgment, and commitment to ongoing learning are essential
• Proficient with standard computer operating systems;
• Excellent oral and written, communication skills including organizational skills and attention to detail;
• Ability to prioritize multiple tasks;
• Willingness and ability to work outside of normal business hours, and holidays and/or weekends as
needed.
• Possess a current state of Alaska Driving License
• Acceptable driving record assessed through CHA’s Drivers Acceptability Matrix
• Pass federal, state and local background investigation
Working Conditions
• Position is based in an office setting within the Youth Engagement Center. Position will occasionally
work off-site during events, both indoors and outdoors. Must have the ability to accommodate a wide
range of strenuous activity during the events, including standing for long periods of time, walking long
distances, etc.
• Noise level is mild to moderate, consistent with office and residential environments.
• Must have the ability to communicate information and ideas so others will understand. Must be able to
exchange accurate information in these situations.
• Must have the ability to observe details within close range.
• Must be able to remain in stationary position for extended periods of time.
• Must be able to move within the office to access files and office equipment.
• Consistently operates a computer and related office machinery.
• Must be able to ascend/descend stairways within a wide variety of facilities with and possibly without
the assistance of an elevator
• Must be able to occasionally handle objects up to 40 pounds
Covenant House is an Equal Opportunity Employer
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