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Executive Assistant

Executive Assistant

The Housing Authority of Chester CountyWest Chester, PA, US
3 days ago
Job type
  • Full-time
Job description

Job Description

Job Description

Salary :

Under the direct supervision of the Executive Director / CEO, the primary purpose of this position is to provide a wide range of highly confidential, complex, and responsible executive-level administrative support. The Executive Assistant is responsible for managing the daily administrative functions for the Executive Director / CEO. This position operates on a 25-hour workweek.

Essential Duties

  • Prepare information, agendas, materials, and reports needed for conferences, appointments, telephone calls, and meetings.
  • Identifies urgent and critical correspondence, emails, phone calls, other inquiries, and coordinates their response.
  • Refers email communications to the appropriate staff members as needed.
  • Composes documents and correspondence on a variety of matters to support the Executive Director / CEO.
  • Maintain professionalism and confidentiality with all materials and correspondence.
  • Manages and organizes the Executive Director / CEOs complex and demanding calendar by actively responding to meeting requests. Proactively resolves and prioritizes scheduling conflicts. Coordinate with other senior staff, and external partners to schedule or reschedule meetings / events.
  • Organize meetings, including initial scheduling, sending reminders, and organizing catering, when necessary, on behalf of the Executive Director / CEO.
  • Properly maintains executive records, corporate files, and reports for easy and quick retrieval of documents upon request.
  • Support engagement and communication with the Board of Commissioners by assisting with meeting coordination, drafting and sending reports, documents and other communications.
  • Attends Board of Commissioners meetings when needed, transcribes minutes, and oversees preparation and distribution of Board packets and notices.
  • Coordinates out-of-town travel arrangements for the Executive Director / CEO.
  • Processes and reconcile related expense statements for Executive Director / CEO.
  • May attend meetings with senior staff and prepare agendas. May attend a variety of other meetings or functions representing the Executive Director / CEO.
  • Performs other duties as assigned by the Executive Director / CEO.

Knowledge, Skills and Abilities :

  • Knowledge of the general operations and procedures of HACC departments, properties, and HUD housing programs.
  • Knowledge of HUD, federal, state, and local laws and regulations, as well as HACC policies and procedures related to the position.
  • 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.
  • Knowledge of the principles and procedures of record-keeping.
  • Experience in taking meeting minutes and preparation of summary reports.
  • Ability to perform responsible and difficult administrative work involving the use of sound independent judgment and personal initiative.
  • Ability to perform duties at a speed necessary for successful job performance.
  • Ability to work effectively under pressure in a fast-paced environment.
  • Reliable with a proven reputation for being consistently dependable.
  • Adaptability to changing business needs, conditions, and work responsibilities.
  • Ability to respond to change with a positive attitude and a willingness to learn new ways to accomplish work activities and objectives.
  • Proficiency in using MS Office applications including Word, Excel, Outlook and the internet; skill and ability to learn and use agency Management Information Systems and peripheral equipment.

    • Education and Experience

    Bachelors degree in Business Administration, Public Administration, or related field and a minimum of three (3) years of experience providing executive-level office support. An equivalent combination of education and experience may be considered.

    Meeting, calendar, time, and event management experience 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.
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    Executive Assistant • West Chester, PA, US