Executive Administrative Assistant (Temporary)

Summary Statement

The Executive Administrative Assistant supports the Vice President of Acquisitions & Development (A&D) by providing comprehensive administrative, clerical, and operational support. This role is essential in ensuring the smooth functioning of the A&D department and maintaining efficient communication and documentation flow with internal and external stakeholders. The ideal candidate demonstrates discretion, professionalism, and organizational excellence in a fast-paced corporate environment.

Please note this position is temporary and will remain in effect until the needs of the manager no longer require it. The duration of the role may be extended or ended based on those requirements.

Key Responsibilities

• Administrative Support
• Coordinate and schedule meetings, including reviewing requests, resolving conflicts, recording minutes, sending reminders, and preparing handouts.
• Screen and direct phone calls, distribute correspondence, and format information for internal and external communication.
• Prepare, edit, and review written communications, memos, letters, spreadsheets, and reports, including highly sensitive and confidential materials.
• Execute clerical and general office duties, including maintaining filing systems, data entry, copying, typing, and ordering office supplies.
• Enhance internal organizational systems and improve physical and digital documentation management.
• Undertake ad-hoc administrative projects as requested.
• Documentation and Reporting
• Manage and coordinate documentation for construction pay applications, change orders, third-party invoices, and other departmental files.
• Assist in the preparation of applications for loans, grants, and other financial documentation.
• Provide support in the creation or collection of routine documents, reports, and executive status updates.
• Prepare RHF PDA Committee agendas, minutes, and weekly Development Department meeting notes.
• Executive Support
• Act as liaison between the VP, A&D and various department heads, board members, and external stakeholders.
• Support coordination and delivery of presentations, document edits, and event planning as needed.
• Manage information flow in a timely and accurate manner with a high level of discretion.
• Assist with general office needs, including expense management, deposits, technology troubleshooting, errands, lunch orders, and meeting coordination.
• Professional Conduct
• Demonstrate poise, tact, and diplomacy in handling time-sensitive and confidential situations.
• Work independently under strict deadlines, manage competing priorities, and handle multiple tasks efficiently.
• Establish and maintain effective business relationships with all levels of management, employees, and business contacts.
• Other Duties
• Undertake additional work as required to meet department needs.
• Perform other duties as assigned.

Typical Duties and Time Allocation

Duty

% of Time

Supervise preparation and delivery of due diligence materials, mail distribution, file maintenance, distribution of invoices, and general correspondence

25%

Prepare contracts, legal forms, and correspondence for VP signature

25%

Prepare RHF PDA Committee agendas and minutes, take dictation, coordinate travel arrangements, generate expense reports, and prepare check requests

20%

Assist in preparation of applications for loans and grants

20%

Answer phones, schedule appointments, and coordinate meetings for VP

10%

Knowledge, Skills, and Abilities

• Proficient with Microsoft Office Suite and related software.
• Excellent verbal, written, and interpersonal communication skills.
• Highly organized, detail-oriented, and able to multitask efficiently.
• Ability to work independently with minimal supervision.
• Strong time management skills and ability to meet deadlines.
• Sound decision-making and effective problem-solving abilities.
• Demonstrates a high degree of professionalism and confidentiality.
• Prior experience in a corporate office environment preferred.

Education and Experience

• High school or trade school graduate (or equivalent).
• Good knowledge of business English, spelling, and punctuation.
• Excellent administrative skills and knowledge of general office practices.
• Minimum of three years of office experience with increasing responsibility.

Note: While this job description reflects the current requirements of the position, RHF management reserves the right to modify, add, or remove duties as necessary to meet organizational needs.

Compensation:

Actual base salary considers several factors including but not limited to geography, job-related knowledge, experience, and budget. The start of the salary range is typically associated with the minimum experience required.

The role is considered non-exempt andmay be eligible for overtime pay in accordance with federal and state law. The anticipated base pay range for the position is $$ per hour.

Why RHF?

At RHF, we are dedicated to making a meaningful difference in the lives of our residents. We strive to create vibrant communities where individuals can thrive, regardless of age or background. With over 60 years of experience in providing affordable housing and supportive services, RHF is a mission-driven organization that focuses on the well-being, independence, and dignity of every resident we serve. We offer a collaborative and supportive work environment, opportunities for professional growth, and a commitment to making a lasting impact in the communities we serve. Join us in our mission to create positive change and improve lives—because at RHF, we believe in making every day better for those who need it most.