Executive Assistant

Description POSITION TITLE: Executive Assistant REPORTS TO: Executive Director FLSA STATUS: Non-Exempt HOURS: 40 hours/week (Not to Exceed 9 months) DEPARTMENT: Administration

POSITION SUMMARY

The Executive Assistant serves as a trusted partner to the Executive Director and Executive Leadership Team, delivering high-level administrative, operational, and strategic support. This role operates at the center of organizational coordination and requires the highest standards of confidentiality, integrity, professionalism, and discretion . The ideal candidate is highly organized, proactive, and adaptable—capable of managing competing priorities while maintaining accuracy and composure in a fast‑paced environment. This position plays a critical role in ensuring seamless executive operations, effective board governance, and strong communication across a diverse range of internal and external stakeholders . This position is a temporary appointment not to exceed nine (9) months . Based on operational needs, funding availability, and demonstrated performance, the position may be considered for reclassification to a regular full‑time role .

KEY RESPONSIBILITIES

Executive & Strategic Support Provide direct, high‑level administrative support to the Executive Director and Executive Leadership Team Manage complex calendars, scheduling priorities, and executive time optimization Draft, review, and distribute professional correspondence, reports, presentations, and memoranda Serve as a gatekeeper for incoming communications, ensuring timely, professional, and strategic responses Conduct research, compile data, and prepare briefing materials to support executive decision‑making Track assignments, deadlines, and key initiatives to ensure accountability and follow‑through Board Governance & Leadership Support Serve as a primary liaison between the Executive Director and the Board of Commissioners Coordinate all Board and committee meetings, including scheduling, logistics, and compliance requirements Prepare and distribute Board packets, agendas, resolutions, and supporting documentation Record, prepare, and maintain official meeting minutes and governance records Ensure timely follow‑up on Board directives and action items Coordinate travel, accommodations, and logistics for Commissioners and leadership Provide administrative support to affiliated boards and committees as needed Meetings, Events & Agency Coordination Plan and coordinate agency‑wide meetings, leadership sessions, and special events Prepare materials, coordinate technology, and ensure seamless execution of meetings Attend meetings as requested to capture notes, track decisions, and monitor action items Coordinate travel, training, and professional development logistics for staff and leadership Support cross‑functional communication and collaboration across departments JOB REQUIREMENTS and PREFERENCES Bachelor’s degree in business administration or related field preferred Minimum of 3–5 years of progressive administrative experience Experience supporting senior leadership and/or board governance strongly preferred Knowledge of the principles and practices of public housing management preferred Demonstrated ability to work and make effective decisions independently Must have a strong customer service orientation and maintain a positive, professional attitude when representing the Authority Demonstrated computer literacy/proficiency with all applicable software. Knowledge of Microsoft Office is required Ability to travel, as needed Ability to work extended hours within a stressful and demanding environment Communicate both orally and written KNOWLEDGE, SKILLS, and ABILITIES Must be able to perform each essential duty satisfactorily Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail Strong interpersonal skills with the ability to build relationships with stakeholders, including staff, board members, external partners, etc Strong organizational and time management skills with the ability to prioritize multiple tasks Excellent written and verbal communication skills High level of discretion and ability to handle confidential information Strong interpersonal skills with the ability to build relationships with staff, board members, and stakeholders Ability to work independently and make sound decisions Proficiency in Microsoft Office and general business software Strong attention to detail, accuracy, and follow‑through Ability to work in a fast‑paced, high‑demand environment Professional demeanor with strong customer service orientation NOTE: The above statements are not a complete list of all responsibilities, duties, and skills held or performed by employees in this position. #J-18808-Ljbffr Housing Authority of Paducah