Executive Operations Administrative Assistant

General Statement of the Position

The Wilmington Housing Authority is seeking a highly organized and motivated Executive Operations Administrative Assistant to support the Manager of Executive Operations and the Chief Executive Officer. This position plays a key role in supporting the Authority’s governance, communications, and executive office operations.

The Executive Operations Administrative Assistant serves as the primary administrative support for Board of Commissioners activities, assists with executive office coordination, and supports communications and media outreach efforts. This role requires exceptional organizational skills, strong written communication abilities, and the highest level of professionalism, discretion, and confidentiality when handling sensitive information.

This is an entry level professional position that offers an excellent opportunity for a motivated individual interested in public service, housing policy, executive operations, and government administration. Recent graduates are encouraged to apply.

Duties and Key Responsibilities:

Executive Office Support
• Provide administrative support to the Manager of Executive Operations and the Chief Executive Officer.
• Assist with scheduling, meeting coordination, document preparation, and executive office communications.
• Maintain organized records, files, and executive office documentation.
• Assist with special projects and initiatives led by executive leadership.
• Handle confidential and sensitive information with the highest level of discretion.

Board of Commissioners Support
• Serve as liaison to the Board of Commissioners.
• Coordinate and facilitate all Board of Commissioners and Board Committee meetings for the Authority and its related entities.
• Prepare Board meeting agendas and assemble Board packets and supporting documentation.
• Attend Board and Committee meetings to record and transcribe official meeting minutes.
• Record meetings and maintain permanent files and archives of Board materials.
• Track communications with Board members and assist with follow up on Board actions and requests.
• Assist with onboarding of new Board members and maintain Board orientation materials.
• Maintain strict confidentiality regarding Board discussions, materials, and executive communications.

Communications and Media Support
• Assist the CEO and executive leadership with communications and public information efforts.
• Serve as point of contact for media inquiries when appropriate.
• Coordinate media outreach and assist with arranging interviews.
• Assist in drafting press releases and maintaining a current media contact list.
• Support preparation of public communications materials.

Administrative and Organizational Support
• Maintain detailed filing systems and records for executive office operations.
• Assist in preparation of reports, presentations, and official documents.
• Support professional printing, publishing, and document layout when needed.
• Ensure accurate documentation and compliance with public records requirements.

Qualifications:

Bachelor’s degree in Public Administration, Communications, Business Administration, Political Science, or a related field from an accredited college or university preferred. An equivalent combination of education and relevant administrative experience may be considered in lieu of a Bachelor’s degree. Recent graduates are encouraged to apply.

Experience:

This is an entry level professional position. One to two years of administrative, communications, internship, or office experience is preferred but not required. Relevant internships, student leadership experience, or administrative support experience may be considered qualifying experience. Experience supporting meetings, preparing documents, coordinating communications, or working in a professional office environment is helpful but not required.

Knowledge, Skills, and Abilities:

• Strong written and verbal communication skills.
  • Excellent writing, editing, proofreading, and composition skills.
  • Strong organizational and planning abilities with attention to detail.
  • Ability to meet deadlines and manage multiple priorities in a fast paced environment.
  • Ability to handle confidential information with discretion and professionalism.
  • Strong interpersonal skills and ability to build relationships with staff, Board members, community partners, media, and the public.
  • Ability to work both independently and as part of a team.
  • Demonstrated analytical and problem solving skills.
  • Resourceful and highly organized with the ability to manage multiple responsibilities simultaneously.

Professional Competencies:

• High level of integrity, credibility, and professionalism.
  • Strong judgment and diplomacy when handling sensitive and confidential information.
  • Ability to navigate complex situations and coordinate across departments.
  • Strong organizational awareness and ability to present information clearly and professionally.
  • Ability to anticipate needs and proactively support executive leadership.

Physical Requirements:

• Ability to lift to 20 pounds.
  • Ability to attend evening Board of Commissioners meetings as required.

DISCLAIMER:

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform any other duties to accomplish the mission of the position and mission of the organization.

WHA is committed in policy and practice to providing equal employment opportunities for all applicants and employees, based upon their training, experience, and overall qualifications. Consistent with this commitment, discrimination against an applicant or employee based upon the individual’s race, color, creed, religion, sex, gender, age, national origin, ancestry, citizenship status, marital or familial status, sexual orientation, gender identity, gender expression, disability, military status, protected veteran status, genetic information, or any other condition or characteristic protected by law is prohibited.

QUALIFICATION PROCEDURES:

All applications/ resumes will be reviewed for relevant experience, education, and training. Application/resumes must be detailed and complete for proper evaluation. The best-qualified applicants may be required to complete supplemental questions if applicable.