Executive Assistant

Job Description

Job Description

Position Summary: Under the direct supervision of the Executive Director/CEO, the Executive Assistant provides high-level, confidential, and strategic executive-level administrative support to ensure the efficient operation of the Executive Office. This position is responsible for managing complex schedules, coordinating meetings and Board activities, preparing executive communications and reports, maintaining official records, and supporting organizational priorities and initiatives. The ideal candidate must possess exceptional organizational, communication, problem-solving, and time management skills, with the ability to prioritize competing responsibilities in a fast-paced environment while exercising professionalism, discretion, and independent judgment.

 

Essential Duties:

• Provide comprehensive administrative support to the Executive Director/CEO, ensuring efficient day-to-day operations of the Executive Office.
• Manage and maintain the Executive Director/CEO’s complex calendar, including scheduling appointments, meetings, conferences, events, and travel arrangements while balancing competing priorities and deadlines.
• Proactively identify scheduling conflicts and independently resolve issues to maximize executive productivity and time management.
• Screen, prioritize, and respond to incoming communications, including emails, phone calls, correspondence and inquiries, ensuring urgent matters are addressed promptly and appropriately.
• Draft, proofread, edit and prepare professional correspondence, memoranda, reports and presentations, meeting materials and other documents on confidential and sensitive matters.
• Exercise sound judgment and discretion when handling confidential information, personnel matters, legal documentation, and organizational issues.
• Track assignments, projects, and deadlines for the Executive Director/CEO and provide timely reminders and follow up to ensure completion of tasks and initiatives.
• Coordinate meetings and events, including initial scheduling, sending reminders, and organizing catering, when necessary, on behalf of the Executive Director/CEO.
• Coordinate all logistical and administrative functions for meetings, including the Board of Commissioners meetings.
• Prepare, compile, review, and distribute Board agendas, resolutions, packets, minutes, supporting documentation, and public notices within established deadlines.
• Attend Board meetings as required and accurately record, transcribe, and maintain official meeting minutes and records.
• Serve as liaison between the Executive Director/CEO, legal counsel, and senior staff regarding Board-related communications and requests.
• Properly maintains executive records, corporate files, and reports for easy and quick retrieval of documents upon request.
• Prepare meeting agendas, presentations, summaries, and follow-up documentation.
• Process, review, and reconcile expense reports, invoices, reimbursements, and related documentation for the Executive Director/CEO.
• Support special projects, organizational initiatives, audits, strategic planning activities, and operational improvements.
• Performs other duties as assigned by the Executive Director/CEO.

 

Knowledge, Skills, and Abilities

• Extensive knowledge of executive-level administrative practices, office management procedures, and organizational operations.
• Knowledge of HUD programs, public housing operations, federal regulations, and Housing Authority policies preferred.
• Strong understanding of records management, meeting administration, and business correspondence standards.
• Exceptional organizational and time management skills with the ability to manage multiple priorities and deadlines simultaneously.
• Strong attention to detail and ability to produce accurate, high-quality work with minimal errors.
• Excellent written and verbal communication skills.
• Ability to maintain confidentiality and handle sensitive information with discretion and professionalism.
• Ability to exercise sound judgment, initiative, and independent decision-making.
• Ability to work effectively under pressure in a fast-paced, deadline-driven environment.
• Ability to anticipate needs, solve problems proactively, and improve administrative processes.
• Strong interpersonal skills with the ability to establish and maintain effective working relationships with employees, Board members, resident, vendors, and external partners.
• Knowledge of the principles and practices of budget development and administration.
• Knowledge of generally accepted business principles, practices, techniques, and data processing functions.
• Proper application of the English language in spelling, grammar and punctuation.
• Proficiency in using MS Office applications including Word, Excel, Outlook and the internet.
• Ability to learn and utilize agency software systems and technology platforms efficiently.

 

Education and Experience:

Bachelor’s degree in Business Administration, Public Administration, Human Resources, Communications, or related field preferred.

 

Minimum of three (3) years of experience providing executive-level office support preferred. An equivalent combination of education and experience may be considered.

 

Experience supporting executive leadership, public sector organizations, or housing authorities preferred.

Key Competencies:  

A willingness to learn about housing authorities. Demonstrated ability to create and employ process improvements.

Physical Demands & Work Environment:

• Work can be sedentary but also involves physical exertion, such as kneeling, crouching, or lifting to obtain files and records, and eyestrain from working with computers and other office equipment.
• Must be able to sit or stand for up to eight hours while performing work duties.
• Must be able to bend, stoop, push, and pull in the performance of office-related duties.
• Must be able to use fingers bilaterally and unilaterally to operate office equipment.
• Must have vision and hearing corrected to be able to perform essential job functions.
• Must be able to perform essential job functions in an environment that will sometimes include increased levels of work-related stress.
• Must be able to lift up to 10 pounds.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.