Executive Assistant to Executive Director

Position Summary

Reporting to the Executive Director/CEO, the Executive Assistant is responsible for providing exceptional executive administrative services and effectively managing the Executive Director/CEO’s office. This key role manages multiple assignments and organizational risk while ensuring an effective flow of all information and documentation received and disseminated by the Executive Director/CEO with meticulous attention to detail. An advocate for the Agency and the Executive Director/CEO, who can be a flexible team member and willing to adapt to a changing environment.

Essential Job Functions

The statements contained here reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. Individual may perform other duties as assigned including work in other functional areas to cover absences or relief, to equalize peak work periods or otherwise balance the work load.

Primary Duties and Responsibilities:

Responsible for preparing, organizing, administering, and coordinating all the Executive Director/CEO office operations and procedures such as report writing, filing, preparing and disseminating correspondence and maintaining the highest confidentiality of the Authority’s information.

Manage and maintain the Executive Director/CEO’s daily schedule and overall calendar and provide administrative support for associated duties and obligations

Plan and coordinate One on One Management and Team meetings including preparation of agenda and distribution of materials and record minutes for meetings

Provide strategic support for the management of relation management for internal and external stakeholder

Plan and coordinate meetings with federal, state, county, city, and other affiliates as needed (i.e. HUD, NCHFA, city and county agencies, other housing authorities, etc.)

Manage the Executive Director/CEO’s travel requirements including planning itineraries, making travel bookings, compiling expense reports and managing associated budgets.

Receive and screen incoming telephone calls to the Executive Director/CEO; open, sort, prioritize and distribute incoming correspondence.
Pick up mail daily from US Postal Service and receive all incoming mail from the authority; log all documents

Read and analyze emails, mail, documents and reports to determine there significance, plan there distribution and ensure an effective flow of information.

Compose and edit a variety of documents, including confidential correspondence, memoranda, proposals, PowerPoint presentations etc.

Streamline the Executive Director/CEO approval process by reviewing approval requirements on her behalf and ensuring provision of back-up documentation where required for review.

Corporate Records and Board Relations:

Maintains the Corporate Records for all organizations under the management of the Laurinburg Housing Authority, making sure that all minutes are properly signed and that the books are fully documented and indexed.

Attends Board and Committee Meetings and takes and transcribes minutes as needed.

Contacts Boards of Commissioners and other community leaders, and communicates information to these individuals as needed.

Maintains cordial and harmonious relationships in dealing with the Boards and community leaders.

Coordinates scheduling of meetings and mailing of proper notice for each Board meeting.

Lead responsibility for production of the Board Packages prior to Board meetings, ensuring that the Board package materials are correct and professionally presented. Also ensuring that the Board Package is timely delivered to Board members.

Handle logistics of preparation for Board meetings including, confirming attendance arranging food as appropriate, and coordinating with Southern Pines staff to ensure arrangements are made for Board meetings at those locations.

Arranges and coordinates all Board travel including preparation of request for advances and preparation of travel package information.

Administrative Functions:

Assist the Executive Director/CEO with development of Annual Plan Document, coordinating activities that must be completed by other staff ensuring timely completion then transmits completed document to HUD. (Responsible for preparation of all forms and securing state sign off on Consolidated Plan)

Assist the Executive Director/CEO with development and review of SEMAP, MOR, HUD, State, NSPIRE, and file reviews coordinating activities that must be completed by other staff ensuring timely completion and transmittal of completed documents to proper representatives

Assists with processing annual rent changes for RAD-PBV program using SACS software to prepare form HUD50058 and tenant rent change letter.

Receives notice of PBV Unit Vacancy. Ensures report is received within the required timeframe in accordance with the Procedure for Filing and Processing Vacancy Claims. Receives the Vacancy Payment Claim Form and the required supporting documentation and submits to Accounting for payment processing.

Coordinate Annual Fair Housing Training by coordinating with appropriate staff. Maintain the training and certification file for each employee.

Prepares reports and spreadsheets as instructed and completes other technical assignments in support of the department’s overall workload.

Establishes and maintains all administrative files in accordance with the Authority’s policies and procedures. Serves as custodian of administrative files. Formulates procedures for systematic retention, protection, retrieval, transfer, and disposal of records. Reviews clerical and file records to ensure completeness, accuracy, and timeliness.

In the course of performing clerical duties, operates various standard office equipment such as computer terminals, copy machines, calculators, postage meters, etc.

Responsible for requisition and inventory of office supplies for the Administrative Department.

Serves as back up personnel to complete payroll data entry, transmission of direct deposits and prepares semiweekly, quarterly and annual reports for payroll in a timely manner.

Performs related duties as required.

Physical Requirements

1. Level of manual dexterity sufficient to allow for conference room clean up and set up, operation of computer keyboard, telephone, facsimile machine, calculator, etc.

2. Ability to move, handle, or lift small objects around desk area, e.g. files, computer printouts, reports, calculator, pencils, legal pads, etc.

Required Qualifications & Experience

1. Bachelor’s degree in business administration, public administration, commerce or
related field.

2. At least 5 years of experience providing high-level administrative and office
management services to executives (e.g., calendar, financial management, meeting
planning, travel arrangements).

3. NC Notary Public or ability to obtain credential within first 3 months of hire.

4. Experience coordinating concurrent activities, prioritizing requirements, and
resolving problems.

5. Experience in providing advice and guidance to internal and external clients.

6. Experience in the development and implementation of standards, practices, and
processes.

7. Experience in drafting and editing correspondence and other types of documents.

8. Ability to deal with confidential matters with professionalism and tact.

9. Exceptional judgement and diplomacy.

10. Outstanding organizational, interpersonal, written, and verbal communication skills,
as well as a high level of discretion and professionalism.

11. Strong computer skills, including with Microsoft Office, online conferencing tools
(e.g., Zoom), project management, and cloud-based document management (e.g.,
Dropbox, SharePoint).

ESSENTIAL SKILLS AND ATTRIBUTES

• Dynamic, collaborative, and able to work in challenging contexts with patience, perseverance, and flexibility.

• Capacity to work independently, take initiative, set priorities, and manage a variety of activities simultaneously.

• Strong time management skills to meet all deadlines on assignments timely and efficiently

• Enthusiastic about learning from others and sharing knowledge.

• Demonstrated intercultural competence and ability to adapt professional skills to fit local conditions and constraints.

• Superb analytical, organizational, negotiation and problem-solving skills.

• Proven interpersonal and intrapersonal communication skills in diverse and cross-cultural settings.

Special Requirements

1. Must possess a valid driver's license and reliable transportation.

2. Ability to be bonded.

3. Excellent employment and character references.

Job Type: Full-time

Pay: $48,000.00 - $50,000.00 per year

Education:

• Bachelor's (Required)

Experience:

• administrative and office managment: 5 years (Required)

License/Certification:

• Driver's License (Required)

Work Location: In person

Salary : $48,000 - $50,000