Executive Administrative Manager

The Role

Location: Atlanta, Georgia

Reports to: President and Chief Executive Officer

Overview:

The Executive Administrative Manager will provide high-level administrative support to the President and Chief Executive Officer of a large, public housing authority. The ideal candidate will be exceptionally detail oriented, organized, and have a proven track record of managing complex schedules, crafting executive-level correspondence, and handling essential business functions such as processing invoices, booking travel, managing reimbursements, and other administrative duties. This role requires an individual who is proactive, able to prioritize in a fast-paced environment, and can interface with a wide range of stakeholders, including Board Members, government officials, business, and civic leaders. Efficiency, accuracy, and discretion are paramount in this role.

Key Responsibilities:

• Schedule Management: Efficiently manage the CEO's complex and dynamic calendar, prioritizing appointments, meetings, and events. Ensure all commitments are met and deadlines are adhered to, while anticipating scheduling conflicts and making adjustments as needed.
• Executive Correspondence: Draft, proofread, and edit high-level communications, including emails, letters, reports, and other correspondence on behalf of the CEO. Ensure clarity, professionalism, and adherence to organizational tone and standards.
• Presentation Preparation: Adeptly create executive-level presentation materials for internal and external meetings, demonstrating proficiency in Microsoft PowerPoint and Excel with a keen eye for accuracy and details.
• Meeting Coordination: Coordinate and prepare materials for meetings, including agendas, presentations, and relevant documentation. Take and distribute meeting minutes when required.
• Travel Coordination: Plan and arrange domestic and international travel, including flights, accommodations, transportation, and itineraries. Ensure all travel arrangements align with the CEO’s schedule and preferences.
• Invoice and Reimbursement Processing: Review and process invoices, receipts, and reimbursement requests in accordance with organizational policies. Ensure accuracy and timely submission of payments.
• Stakeholder Engagement: Serve as a liaison between the CEO and key stakeholders, including Board Members, government officials, business leaders, and other civic leaders. Cultivate and maintain strong professional relationships.
• Event Planning and Coordination: Assist with the planning and execution of events, including board meetings, public forums, and special engagements. Ensure all logistical details are attended to, from venue coordination to attendee communication.
• Document Management: Organize and maintain digital and physical files, ensuring that important documents and records are easily accessible and up to date.
• Special Projects: Provide support for ad hoc special projects and initiatives as directed by the CEO, ensuring efficient execution and follow-through.

Professional Experience

• Minimum of 5 years of experience in a similar executive administrative role, preferably within a public sector or large organizational environment.
• Proven experience in managing a dynamic and high-volume schedule.
• Exceptional organizational skills with a keen eye for detail and accuracy.
• Strong written and verbal communication skills, with the ability to craft clear, concise, and professional correspondence.
• Ability to interact confidently and professionally with senior-level executives, board members, civic leaders, and government officials.
• Highly proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and other office software.
• Familiarity with invoice processing, travel bookings, and expense management. Ability to prioritize and manage multiple tasks simultaneously in a fast-paced environment.
• Strong problem-solving skills and the ability to think ahead to address challenges before they arise.
• High level of confidentiality and discretion in handling sensitive information.
• A proactive and adaptable mindset with a can-do attitude.

Knowledge & Skill Requirements

• Experience in public housing or government sectors is a plus.
• Experience assisting executive-level leaders required.
• Knowledge of budget management and financial tracking.
• Experience with CRM systems and project management tools.

Working Conditions

Works in an office environment that is fast paced with multi-task working conditions. May require frequent bending, stooping, reaching and prolonged sitting and/or standing. May require regular lifting usually not exceeding 15 lbs.Some travel may be required. May require a valid State of Georgia driver's license and be fully insurable for the purpose of obtaining clearance on an authorized drivers list. May spend extended periods of time reviewing, reading and writing legal documents.

Education

• High School Diploma/GED and eight (8) years' experience OR any advanced degree with six (6) years' experience OR ten (10) years' experience with no degree supporting a C-suite executive in a mid to large size organization.

Compensation

• Compensation will be equitable and commensurate with experience with an anticipated base salary range of $83,000 – $124,500
• For further information regarding the Atlanta Housing benefits package please visit the careers page: https://tinyurl.com/mrxatzmr.