EA Development

The Housing Authority of the Birmingham District (HABD) is committed to providing quality, affordable housing opportunities and fostering sustainable communities for residents of Birmingham, Alabama. As a community cornerstone, HABD serves as a catalyst for transformation, offering innovative programs and initiatives designed to empower individuals and families. With a focus on economic development, education, and self-sufficiency, HABD works in collaboration with stakeholders to address the diverse housing needs of the community while promoting equity and inclusivity.

The Executive Assistant to the President/CEO provides high-level diverse, complex, and comprehensive support to the President/CEO of the Housing Authority. This role is responsible for managing complex schedules, coordinating communications, supporting board and executive meetings, and serving as a liaison between the CEO’s office and internal and external stakeholders. The ideal candidate is highly organized, discreet, adaptable, and capable of handling a wide range of executive support/administrative functions in a fast-paced, public-facing environment.

Completes administrative tasks, along with special projects, for the President/CEO and other members of the Executive Leadership team at the request of the President/CEO.

Communicates on behalf of assigned Executive Office staff with an array of stakeholders including, but not limited to Agency staff, clients, and vendors.

Serves as a thought leader in the implementation of new and changing administrative and organizational processes within the Executive Office and across the Agency.

Supports the administrative team in maintaining office inventory/infrastructure and protocol standards within the Executive Office.

For the President/CEO, manages the creation and editing of various communication materials, ensuring excellence, quality, and consistency.

Attends relevant meetings, community functions, etc. Assist in the implementation of special projects assigned to further Agency impact.

Assist in the collaboration of creation, review, and modernization of HABD practices and procedures within the executive office.

Supports the planning and logistics of meetings pertaining to the Board of Commissioners including, but not limited to, regular and special session meetings, events, and travel.

Reviews and resolves issues brought to the Executive Office staff, including sensitive and confidential items.

Maintains the calendar and schedule of the President/CEO, managing meeting and event requests and preparing agendas and meeting materials.

Tracks incoming and outgoing documents among different departments.

Drafts, proofreads, and prepares high-quality correspondence (e.g., Acts as a primary point of contact between the CEO and city officials, staff, board members, community partners, and residents.

Supports the CEO with special projects, research tasks, and presentations related to affordable housing, strategic planning, and community initiatives.

Review incoming documents for accuracy prior to the President/CEO approval.

Assists in organizing public events, community engagement sessions, or press briefings hosted by the CEO’s office.

Assists with clerical, filing, and document processing outside of the President/CEO as needed.

Arranges travel and itineraries, complete expense reporting, and other related tasks for the President/CEO.

Maintains agency and executive staff memberships with boards, committees, and associations.

Coordinate office functions with other administrative personnel.

Proactively anticipate needs and offer solutions to ensure the efficient operation of the executive office.

Strong writing, editing, and communication skills

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and office management systems

High level of discretion in handling sensitive and confidential information

Customer service mindset; ability to communicate in a professional manner with residents and associates

Bachelor’s degree with a minimum of five (5) years of professional experience in an administrative or office management role. Executive-level administrative support is preferred.

Knowledge of federal and local housing programs, including Section 8, LIHTC, or public housing

Experience working with city departments, elected officials, or nonprofit housing organizations

Bilingual skills, especially in Spanish or other languages spoken in the community

To perform this job successfully, the employee should have strong computer skills (e.g., MS Word, Excel, PowerPoint, and Outlook). Must have the ability to learn other computer software programs as required by assigned tasks. Strong emotional intelligence and ability to foresee conflicts and coordinate multiple projects simultaneously. Highly proficient in collaborative work, adaptable to shifting goals and priorities. Must have strong writing, editing, and oral communication skills and work well in a fast-paced environment.

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

operating computers and other office equipment; moving about the office; The employee must be able to exchange information in person, in writing, and via telephone. While performing the duties of this job, the employee regularly works in an office setting with frequent

Travel

Housing