What are the responsibilities and job description for the Executive Assistant position at East St. Louis Housing Authority?
Housing Authority of the City of East St. Louis
Job Description
POSITION TITLE: Executive Assistant
DEPARTMENT: Executive
REPORTS TO: Executive Director
SALARY: $58,427.20 – 65,760.33 (Exempt)
Position Overview:
The Housing Authority of the City of East St. Louis (ESLHA) seeks an Executive
Assistant (EA) to assist the Executive Director with administrative and clerical
tasks.
The ideal candidate will be a proactive problem solver with exceptional
communication skills, meticulous attention to detail, and a positive attitude. In
addition, the EA should be capable of managing multiple assignments and
navigating expectations with internal and external stakeholders while maintaining
the confidentiality and integrity of the Agency. An advocate for the Agency and
the Executive Director who can be a flexible team member and willing to adapt to
a changing environment.
Essential Job Functions:
1. Performs advanced and diversified assignments of a confidential nature for
the executive director and other department managers, including special
projects requiring a high degree of administrative acumen.
2. Effectively communicate, written and verbally, and discern information with
internal and external stakeholders. Ensure compliance with all Agency and
applicable policies and laws in correspondence and information distribution.
Respond and provide information timely and accurately.
3. Prepares meeting agendas, schedules meetings, and oversees training,
travel itineraries, and arrangements for designated staff/BOC. Prepare
reports and take and transcribe meeting minutes. Prepare board reports
and distribute packets. Prepare resolutions and other materials as directed.
4. Prepares files and permits access to records in a manner consistent with local,
state, and federal laws and ESLHA practices. Maintains confidentiality at all
times.
5. Schedule appointment requests with the assigned staff members and maintain a
calendar of events.
6. Assist with monitoring and activities of the Resident Councils.
7. Composes correspondence and performs project activities accurately,
interpreting and applying HAESL policies and practices.
8. Sort incoming mail, accept telephone calls and visitors for the assigned staff
members, screen contacts, and handle all routine matters when possible.
9. Operates various standard office equipment, i.e., computers, calculators,
copy/fax machines, postage meters, tape recording, etc.
10. Attends various meetings as instructed and takes notes.
11. Performs other related duties in the field to support the Division of Asset
Management as assigned.
Performance Standards:
- Attendance is reliable; leave does not exceed the amount permitted;
during non-business hours as needed.
- Strong time management skills and an ability to organize and coordinate multiple
efficient manner.
- Strong time management skills and an ability to organize and coordinate multiple
efficient manner. Maintain professionalism and strict confidentiality while
performing assigned tasks and distributing information.
- Files are maintained utilizing the best practices of the Agency
- Ability to thrive in a high-paced environment by exhibiting discretion,
Required Skills and Qualifications:
- High school diploma and four years of executive secretarial or business school
not required.
- Excellent written and verbal communication skills
- Strong time-management skills and an ability to organize and coordinate multiple
- Proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint) and an
- Ability to be flexible in a diverse environment and maintain a realistic balance
- Ability to serve as a liaison in internal and external relations while maintaining the
- Excellent employment and character references.
- Maintain a valid driver's license and a safe driving record.
- Bondable.
Submit Resume to:
careers@eslha.org
The Housing Authority of the City of East St. Louis is an Equal Opportunity/Affirmative Action
Employer. All qualified applicants will receive consideration for employment without regard to
race, color, religion, sex, pregnancy, sexual orientation, gender identity, national origin, age,
protected veteran status, or disability status.
This job description is intended to describe the general nature, complexity, and level of work to be
performed by employees assigned to this position. It shall not be construed as an exhaustive list
of required responsibilities, duties, and skills. It does not prescribe or restrict the work that may
be assigned. Furthermore, this does not establish an employment contract and is subject to
change at the discretion of the Housing Authority of the City of East St. Louis.
Salary : $58,427 - $65,760