Executive Assistant

Executive Assistant

Join a dynamic team dedicated to increasing housing affordability and stability in our community. The City of Raleigh Housing and Community Development Department seeks an experienced Executive Assistant to support the Department Director and leadership team in a fast-paced environment supporting the City's efforts to address our community's most important housing issues. The position reports to the Department Director.

About You

The ideal candidate is a highly motivated, proactive, and resourceful administrative professional who can work independently and use good judgement in making decisions or referring matters to senior management for attention or collaborative action. The position requires someone who is detail-oriented and organized with the ability to work under sometimes tight timelines. The ideal candidate must be a team player and sensitive to events and issues impacting the day-to-day activities of the department, briefing executive leadership when necessary. You will provide advanced administrative support, coordination, and paraprofessional analytical work to the Department Director and leadership team.

About Us

The Housing and Community Development Department administers several housing programs funded with local and federal funds. We work to increase the supply of affordable housing, improve access to affordable housing, and end and prevent homelessness. We make sure our community's housing is safe for residents, and enforce the City's housing code. Our team works closely with other City departments, Wake County, and other organizations within the Raleigh community to further these efforts in the City.

Duties and Responsibilities

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by employees in this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description.

• Manage Director's calendar and evaluate, prioritize and organize requests and inquiries for Director's response/action; communicate frequently with Director and other parties on status of urgent responses and requests; schedule meetings and appointments; quickly reprioritize schedule when needed for pressing or emergent issues
• Prepare the Director for upcoming meetings and appointments by conducting research, providing summaries, creating agendas, compiling minutes, sending follow-up correspondence
• Act as a resource for information and support. Proactively identify opportunities to streamline tasks, consolidate appointments and otherwise assist the Director to accomplish priorities in an efficient and effective manner
• Correspond with stakeholders on behalf of the Director and/or executive leadership team in writing, in person and over the phone; provide clear, timely and professional customer service in responding to inquiries and requests; interact effectively with other government and nonprofit partners, community members and a variety of stakeholders in alignment with City policies and procedures
• Handle sensitive and confidential issues and records; resolves customer complaints; and refers customers to the appropriate resource
• Perform paraprofessional analytical work. Research, compile and summarize information and data; prepare and maintain reports, databases and presentations
• Monitor expenditures following established policies and procedures and oversee/facilitate approval of transactions
• Assist in the development and application of procedures and maintenance of policy documentation
• Collaborate with the Human Resources, Payroll, Talent Acquisition and H&CD administrative staff on job description development, posting open positions, coordination of applicant information and interviews; assist with onboarding and offboarding processes
• Coordinate document approval process by Director and Assistant City Manager. Gather/solicit all items requiring approval, track approval progress, communicate status to pertinent parties
• Support executive team with Council agenda prep and follow-up; coordinate timely approval of draft Council agenda items through eScribe; maintain annual Council meeting calendar, maintain calendar holds/meeting invites for all Council meetings, agenda reviews, management meetings etc. that are attended by Director and Assistant Directors; track all agenda items, facilitate timely responses to questions, provide timely follow-up when needed
• Assist with meeting prep for Executive team; provide all travel research and planning for Executive team
• Support administrative staff with department-led meetings, trainings, programs, events or conferences, including scheduling and logistical support
• Assist with preparing and disseminating departmental communications including notices, announcements, reminders and Director messages
• Perform additional administrative and executive support duties as assigned to support efficient department operations

Typical Qualifications

Education & Experience

Associate's Degree in business administration or related field and 3 to 5 years' experience in executive-level administrative assistance, or related field

OR An equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above, unless otherwise subject to any other requirements set forth in law or regulation.

Preferred Education & Experience

• Excellent working knowledge of Microsoft programs, Windows accessories and PowerPoint

• Comfort adapting to new software systems and the ability to learn fiscal and time-management programs

Additional Information

Knowledge, Skills, and Abilities

• Excellent problem-solving skills, strong solutions orientation, and ability to overcome obstacles
• Ability to identify and address challenges that arise while maintaining productivity and efficiency
• Exceptional customer service
• Excellent interpersonal skills to establish and maintain effective working relationships with staff, other departments, and community partners
• Excellent project/program management skills, including planning, organizing, evaluating and implementation, and skill in fiscal management, and resource allocation
• Capability to facilitate effective teamwork with colleagues and stakeholders; foster positive relationships and achieve common goals
• Excellent written and verbal communication skills, including public presentation skills
• Capacity to operate in fast-paced, ambiguous settings
• Ability to maintain confidentiality working with protected individual data and to maintain complete and accurate records
• Knowledge of techniques and methods for organizing, prioritizing, and overseeing work (based on assignment)
• Knowledge of City processes and associated deadlines, city software, city policy, government regulations
• Customer service principles
• Modern office technology

• Comfort adapting to new software systems and the ability to learn fiscal and time-management programs

• Excellent working knowledge of Microsoft programs, Windows accessories and PowerPoint

ADA and Other Requirements: Work Environment and Physical Effort: Sedentary: Exerting up to 10 pounds of force occasionally, a negligible amount of force frequently, and/or constantly having to lift, carry, push, pull, or otherwise move objects, including the human body. Work Environment: Work is typically performed in an office or similar indoor environment. Work Exposures: Work in this position does not require frequent environmental exposures. Employees may occasionally be exposed to individuals who are hostile or irate. City of Raleigh is an Equal Employment Opportunity (EEO) employer. Accommodations for individuals with disabilities are provided upon request.