Covenant House Missouri
Executive Office Administrator
Covenant House Missouri, Saint Louis, Missouri, United States, 63146
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Executive Office Administrator
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Covenant House Missouri . Covenant House Missouri (CHMO) welcomes youth who are runaway, trafficked, at‑risk, or experiencing homelessness with unconditional love, absolute respect and a place to call home. Beyond shelter and basic needs, we deliver transformative solutions to help young people aged 16 to 24 build productive, independent and sustainable lives. The Executive Office Administrator is a multifaceted role that blends executive assistance, administrative support, office management, and advancement specialist responsibilities. The role will provide comprehensive administrative support to the CEO and other executive leaders, ensuring the smooth operation of internal and external communications and activities. It is also an integral role to supporting the advancement team with fundraising, administration, and marketing activities. This role requires a seasoned professional capable of handling a broad range of executive and administrative tasks in a fast‑paced environment. The ideal candidate is detail‑oriented, a strong communicator, and adept at balancing multiple priorities with precision. Executive Assistance (40%)
Supports the CEO and executive leadership team, board of directors, and board committees with meeting scheduling, agenda preparation, committee file maintenance, correspondence coordination, minutes taking, and document and signature obtaining. Manages routine paperwork and filing, both physical and electronic. Prepares reports, agendas, presentations, and information packets for board meetings, internal staff meetings, and meetings with external organizations. Serves as an administrative representative on internal committees such as the Employee Advisory Board and Campus Safety Committee. Screens calls, manages calendars, arranges meetings and events, prepares reports and financial data, and handles customer relations. Manages the CEO's calendar, including scheduling meetings, coordinating appointments, and resolving any conflicts efficiently. Serves as the first point of contact between the CEO and internal/external stakeholders, including clients, vendors, and business partners. Organizes and maintains the CEO's files, both physical and digital, ensuring easy retrieval of information. Plans, coordinates, and executes executive-level meetings, including Board of Directors meetings, leadership team sessions, and strategic planning events. Advancement Support (20%)
Supports the advancement team with fundraising, administration, and marketing activities. Assists with scheduling and posting of social media content to enhance the organization's online presence and engagement. Assists with logistics of fundraising events, including planning, coordinating with vendors, ordering items, managing registrations, and ensuring all event details are executed smoothly. Represents the organization internally and externally with customers, vendors, suppliers, outside agencies, the public, and the community. Serves as backup database coordinator with reporting and data entry functions. Assists with developing, implementing, and managing marketing initiatives to promote Covenant House Missouri services and enhance brand visibility as needed. Coordinates with staff marketing strategies that include social media campaigns, email marketing, content creation, and digital advertising. Collaborates with internal management team to ensure consistent brand messaging across all platforms. Manages the company's website, ensuring content is up-to-date, relevant, and reflective of Covenant House Missouri's mission and services. Administrative Duties (30%)
Maintains confidentiality and protects operations by keeping information confidential. Prepares management reports by collecting and analyzing information, utilizing various internal and external correspondence, forms, and reports. Provides background information, meeting summaries, and supporting documents for appointments and meetings. Completes administrative projects for executive leadership as needed. Provides backup support to the front desk and performs other duties as assigned. Coordinates complex domestic and international travel arrangements for Executive Leadership, ensuring seamless itineraries, accommodations, ground transportation, and all related logistics. Prepares and edits correspondence, presentations, reports, agendas, meeting materials, minutes, and other documents on behalf of Executive Leadership. Facilitates communication and follow‑ups on action items resulting from meetings, ensuring tasks are completed promptly. Manages logistics for virtual and in‑person meetings, ensuring all technological and physical setups are arranged. Assists in the planning and execution of special projects and initiatives as directed by the CEO and executive leaders. Tracks project timelines and milestones, ensuring that all deliverables are met within deadlines. Handles confidential information with discretion and maintains a high level of professionalism. Manages office supplies, equipment, and other resources to ensure operational efficiency. Processes expense reports, invoices, and other administrative paperwork promptly. Office Management (10%)
Ensures employees have the necessary tools, information, and resources to perform their jobs effectively by managing administrative and office supplies within budget, conducting price comparisons, inventory management, and maintaining vendor relationships. Coordinates logistics, travel and meeting room arrangements for all‑staff events, including One Team Meetings, Leadership Team Meetings, New Hire Orientations, and off‑campus team engagement events. Acts as the vendor liaison for shared administrative systems like copy machines, fax machines, scanners, telephony, and network providers. Sets up and maintains an agency‑wide master calendar, and trains team members on its use to ensure efficient scheduling and coordination across the organization. Working Relationships
Regular contact with all CHMO staff, CEO, board members, donors, volunteers and outside agencies. Education & Experience
A bachelor's degree in business administration or related field preferred and 3 years experience working in nonprofit or office administration preferred. High School Diploma or GED required plus 5 years previous experience working in a human service agency helpful. Knowledge, Skills & Abilities
3+ years of experience in an Executive Assistant role, preferably supporting a senior and executive leadership Proven experience in marketing, with a strong understanding of both traditional and digital marketing strategies Exceptional organizational skills with the ability to manage multiple tasks and priorities simultaneously Strong written and verbal communication skills Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, and Teams) and marketing software tools Salary
$41,558.40 - $51,000 per year
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Executive Office Administrator
role at
Covenant House Missouri . Covenant House Missouri (CHMO) welcomes youth who are runaway, trafficked, at‑risk, or experiencing homelessness with unconditional love, absolute respect and a place to call home. Beyond shelter and basic needs, we deliver transformative solutions to help young people aged 16 to 24 build productive, independent and sustainable lives. The Executive Office Administrator is a multifaceted role that blends executive assistance, administrative support, office management, and advancement specialist responsibilities. The role will provide comprehensive administrative support to the CEO and other executive leaders, ensuring the smooth operation of internal and external communications and activities. It is also an integral role to supporting the advancement team with fundraising, administration, and marketing activities. This role requires a seasoned professional capable of handling a broad range of executive and administrative tasks in a fast‑paced environment. The ideal candidate is detail‑oriented, a strong communicator, and adept at balancing multiple priorities with precision. Executive Assistance (40%)
Supports the CEO and executive leadership team, board of directors, and board committees with meeting scheduling, agenda preparation, committee file maintenance, correspondence coordination, minutes taking, and document and signature obtaining. Manages routine paperwork and filing, both physical and electronic. Prepares reports, agendas, presentations, and information packets for board meetings, internal staff meetings, and meetings with external organizations. Serves as an administrative representative on internal committees such as the Employee Advisory Board and Campus Safety Committee. Screens calls, manages calendars, arranges meetings and events, prepares reports and financial data, and handles customer relations. Manages the CEO's calendar, including scheduling meetings, coordinating appointments, and resolving any conflicts efficiently. Serves as the first point of contact between the CEO and internal/external stakeholders, including clients, vendors, and business partners. Organizes and maintains the CEO's files, both physical and digital, ensuring easy retrieval of information. Plans, coordinates, and executes executive-level meetings, including Board of Directors meetings, leadership team sessions, and strategic planning events. Advancement Support (20%)
Supports the advancement team with fundraising, administration, and marketing activities. Assists with scheduling and posting of social media content to enhance the organization's online presence and engagement. Assists with logistics of fundraising events, including planning, coordinating with vendors, ordering items, managing registrations, and ensuring all event details are executed smoothly. Represents the organization internally and externally with customers, vendors, suppliers, outside agencies, the public, and the community. Serves as backup database coordinator with reporting and data entry functions. Assists with developing, implementing, and managing marketing initiatives to promote Covenant House Missouri services and enhance brand visibility as needed. Coordinates with staff marketing strategies that include social media campaigns, email marketing, content creation, and digital advertising. Collaborates with internal management team to ensure consistent brand messaging across all platforms. Manages the company's website, ensuring content is up-to-date, relevant, and reflective of Covenant House Missouri's mission and services. Administrative Duties (30%)
Maintains confidentiality and protects operations by keeping information confidential. Prepares management reports by collecting and analyzing information, utilizing various internal and external correspondence, forms, and reports. Provides background information, meeting summaries, and supporting documents for appointments and meetings. Completes administrative projects for executive leadership as needed. Provides backup support to the front desk and performs other duties as assigned. Coordinates complex domestic and international travel arrangements for Executive Leadership, ensuring seamless itineraries, accommodations, ground transportation, and all related logistics. Prepares and edits correspondence, presentations, reports, agendas, meeting materials, minutes, and other documents on behalf of Executive Leadership. Facilitates communication and follow‑ups on action items resulting from meetings, ensuring tasks are completed promptly. Manages logistics for virtual and in‑person meetings, ensuring all technological and physical setups are arranged. Assists in the planning and execution of special projects and initiatives as directed by the CEO and executive leaders. Tracks project timelines and milestones, ensuring that all deliverables are met within deadlines. Handles confidential information with discretion and maintains a high level of professionalism. Manages office supplies, equipment, and other resources to ensure operational efficiency. Processes expense reports, invoices, and other administrative paperwork promptly. Office Management (10%)
Ensures employees have the necessary tools, information, and resources to perform their jobs effectively by managing administrative and office supplies within budget, conducting price comparisons, inventory management, and maintaining vendor relationships. Coordinates logistics, travel and meeting room arrangements for all‑staff events, including One Team Meetings, Leadership Team Meetings, New Hire Orientations, and off‑campus team engagement events. Acts as the vendor liaison for shared administrative systems like copy machines, fax machines, scanners, telephony, and network providers. Sets up and maintains an agency‑wide master calendar, and trains team members on its use to ensure efficient scheduling and coordination across the organization. Working Relationships
Regular contact with all CHMO staff, CEO, board members, donors, volunteers and outside agencies. Education & Experience
A bachelor's degree in business administration or related field preferred and 3 years experience working in nonprofit or office administration preferred. High School Diploma or GED required plus 5 years previous experience working in a human service agency helpful. Knowledge, Skills & Abilities
3+ years of experience in an Executive Assistant role, preferably supporting a senior and executive leadership Proven experience in marketing, with a strong understanding of both traditional and digital marketing strategies Exceptional organizational skills with the ability to manage multiple tasks and priorities simultaneously Strong written and verbal communication skills Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, and Teams) and marketing software tools Salary
$41,558.40 - $51,000 per year
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