Executive Assistant to the CEO and Facilities Manager
Executive Assistant to the CEO and Facilities Manager
Posted on :
08-05-2025
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1 Vacancy
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Monthly Salary
Not Disclosed
Salary Not Disclosed
Vacancy
1 Vacancy
Posted on :
08-05-2025
Job Description
Executive Assistant to the CEO and Facilities Manager
Salary: $31.25 per hour (nonexempt)
Schedule: 4 days per week (32 hours total)
Are you eager to use your administrative support skills while contributing to a cause that truly matters UCPSA is a local nonprofit making a meaningful difference by empowering individuals with diverse disabilities to live independently and UCPSA our culture is built on collaboration innovation and compassion. We offer a welcoming dogfriendly workplace!
Schedule: 4 days per week (32 hours total)
Are you eager to use your administrative support skills while contributing to a cause that truly matters UCPSA is a local nonprofit making a meaningful difference by empowering individuals with diverse disabilities to live independently and UCPSA our culture is built on collaboration innovation and compassion. We offer a welcoming dogfriendly workplace!
Benefits:
Medical Dental and Vision insurance plans to eligible employees. 401k with employee matching to eligible employees. We also offer a generous time off package and a free on site yoga class!
Position Summary
We are seeking a highly organized resourceful and experienced professional to serve as Executive Assistant to the CEO with additional responsibilities as Facilities Manager. This is a unique parttime role (4 days/week) that supports executive operations while overseeing the maintenance safety and functionality of our facilities. The ideal candidate will have experience in facility management vendor coordination and administrative support at the executive level.
Key Responsibilities
Executive & Administrative Support
Assist the CEO with a variety of tasks and agency projects.
Attend and document internal meetings; distribute and file minutes.
Submit documents and maintain records to ensure contracts remain current (service vendor and facility agreements).
Coordinate logistics for newly hired office staff in collaboration with direct supervisors; support offboarding procedures.
Coordinate internal and external meeting arrangements including Board and Finance Committee meetings.
Track and manage Notary Public certifications for administrative staff.
Maintain inventory of inkind donations and oversee their distribution.
Supervise daytime janitorial staff and GSE (Group Supported Employment) members.
Facilities & Vendor Management
Serve as point of contact for facility maintenance at Tucson and Green Valley offices and support the Yuma Director for Yumarelated needs.
Contact vendors for estimates schedule work and present proposals to the Executive Administrative Team.
Oversee janitorial services and manage related contracts.
Maintain accurate records of facilities work and closing files when projects are complete.
Act as the main contact for vendors alarm systems and related phone/email communications.
Obtain and evaluate bids for large projects (e.g. phone systems solar software).
File required annual reports such as Arizona Corporation Commission filings and tax exemption renewals.
Procurement & Finance
Order and organize office supplies for multiple locations.
Be an authorized agency credit card holder; track usage and submit documentation to accounting.
Review agency invoices and credit card statements for accuracy and completeness.
Process accounts payable bills and maintain proper filing.
Submit weekly check requests for approved invoices in collaboration with accounting.
Use Microsoft Office programs and other software platforms regularly; troubleshoot basic issues as needed.
Other Duties
Adhere to agency Policies and Procedures.
Maintain confidentiality for all consumer and agency information.
Perform additional tasks reasonably assigned by the CEO.
Qualifications
Minimum of 3 years experience in a combined administrative support and facility management role.
Demonstrated ability to manage vendor relationships contracts and facility maintenance tasks.
Experience with procurement accounts payable and document tracking.
Strong organizational skills and attention to detail.
Excellent communication skills (written and verbal).
Proficiency in Microsoft Office Suite and able to learn and operate agency software.
Ability to work independently manage multiple priorities and handle sensitive information with discretion.
Hold or obtain a current Arizona level one fingerprint clearance card and ability to pass a background check with The Department of Child Safety and Adult Protective Services
Reliable transportation and current drivers license.
Flexibility based on agency needs.
Preferred Qualifications
Previous experience in a nonprofit environment.
Familiarity with Arizona Corporation Commission reporting and nonprofit compliance.
Key Responsibilities
Executive & Administrative Support
Assist the CEO with a variety of tasks and agency projects.
Attend and document internal meetings; distribute and file minutes.
Submit documents and maintain records to ensure contracts remain current (service vendor and facility agreements).
Coordinate logistics for newly hired office staff in collaboration with direct supervisors; support offboarding procedures.
Coordinate internal and external meeting arrangements including Board and Finance Committee meetings.
Track and manage Notary Public certifications for administrative staff.
Maintain inventory of inkind donations and oversee their distribution.
Supervise daytime janitorial staff and GSE (Group Supported Employment) members.
Facilities & Vendor Management
Serve as point of contact for facility maintenance at Tucson and Green Valley offices and support the Yuma Director for Yumarelated needs.
Contact vendors for estimates schedule work and present proposals to the Executive Administrative Team.
Oversee janitorial services and manage related contracts.
Maintain accurate records of facilities work and closing files when projects are complete.
Act as the main contact for vendors alarm systems and related phone/email communications.
Obtain and evaluate bids for large projects (e.g. phone systems solar software).
File required annual reports such as Arizona Corporation Commission filings and tax exemption renewals.
Procurement & Finance
Order and organize office supplies for multiple locations.
Be an authorized agency credit card holder; track usage and submit documentation to accounting.
Review agency invoices and credit card statements for accuracy and completeness.
Process accounts payable bills and maintain proper filing.
Submit weekly check requests for approved invoices in collaboration with accounting.
Use Microsoft Office programs and other software platforms regularly; troubleshoot basic issues as needed.
Other Duties
Adhere to agency Policies and Procedures.
Maintain confidentiality for all consumer and agency information.
Perform additional tasks reasonably assigned by the CEO.
Qualifications
Minimum of 3 years experience in a combined administrative support and facility management role.
Demonstrated ability to manage vendor relationships contracts and facility maintenance tasks.
Experience with procurement accounts payable and document tracking.
Strong organizational skills and attention to detail.
Excellent communication skills (written and verbal).
Proficiency in Microsoft Office Suite and able to learn and operate agency software.
Ability to work independently manage multiple priorities and handle sensitive information with discretion.
Hold or obtain a current Arizona level one fingerprint clearance card and ability to pass a background check with The Department of Child Safety and Adult Protective Services
Reliable transportation and current drivers license.
Flexibility based on agency needs.
Preferred Qualifications
Previous experience in a nonprofit environment.
Familiarity with Arizona Corporation Commission reporting and nonprofit compliance.
Required Experience:
Chief
Employment Type
Hourly
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