Executive Assistant to Executive Director

DISTINGUISHING FEATURES OF THE CLASS

Responsible for performing clerical and general administrative work of a responsible and confidential nature for the Executive Director of the Syracuse Housing Authority. Performs difficult and complex clerical tasks in accordance with general instructions received from the Executive Director who is the administrative superior. Has considerable leeway in the exercise of independent judgement. General supervision may be exercised over the work of clerical subordinates. Does related work as required.

TYPICAL WORK ACTIVITIES

Assist and support the Executive Director by scheduling, preparing events, taking or preparing correspondence, and filing, by using knowledge of office, administrative, and clerical procedures.

Completes administrative tasks such as collecting and analyzing information, preparing expense and other reports, correspondence, and complex and detailed travel plans, itineraries, and agendas, as well as compiling materials for travel related meetings.

Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Executive Director, and formulates a response or makes a referral, if appropriate.

Serves as recorder and support staff for Syracuse Housing Authority Board of Commissioners by recording, maintaining, and uploading meeting minutes to Syracuse Housing Authority website.

Schedule and/or coordinate meetings, seminars, conferences, and training sessions for department staff; acts as meeting and/or committee secretary including preparing agendas and informational packets, setting up conference rooms, operating audiovisual equipment, and purchasing and setting up food for meetings.

Schedule airline travel, register employees for seminars, conferences, and training, reserve hotel rooms, rental cars, and prepare per diem requests.

Represent the Executive Director at events, public functions, and/or meetings as applicable in his/her absence.

Attend high-level and senior management meetings in order to record appropriate meeting notes and follow-up on outstanding issues as needed.

Handle routine and complex inquiries from citizens, employees, and clients.

Update agency information, such as the telephone directory, informational fliers, forms, and brochures as needed.

Distribute written and electronic outgoing correspondence and notices received from HUD, professional housing organizations, and agencies to executive staff members.

Coordinate with staff for annual events.

Communicates directly, and on behalf of the Executive Director, with Syracuse Housing Authority Board members, community stakeholders, and others, on matters related to the Executive Director’s programmatic initiatives.

Screen calls, visitors, and incoming mail and emails. Assists and directs the public, residents, property managers, landlords, and other agencies to appropriate departments and/or staff; responds to complaints and requests for information; interprets and applies regulations, policies, procedures, systems, rules, and precedents in response to inquiries and complaints from the public.

Maintains professional and technical proficiency by attending educational workshops, reviewing professional publications, participating in professional societies, and establishing personal networks with local city, county, and state officials and their executive assistants.

FULL PERFORMANCE KNOWLEDGES, SKILLS, ABILITIES, AND PERSONAL CHARACTERISTICS

Good working knowledge of modern office administrative and secretarial practices and procedures, including the use of standard office equipment and computer applications.

Excellent business letter writing ability and standard formats for reports and correspondence.

Good knowledge of principles and practices of research, data collection, and report preparation.

Thorough record-keeping principles and procedures.

Good knowledge of business mathematics and English language.

Excellent ability to deal tactfully with government officials and the general public

Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.

MINIMUM QUALIFICATIONS

A. Graduation from a regionally accredited college or university or one accredited by the New York State Board of Regents to grant degrees with an associate degree in public or business administration, management, or secretarial science, and three (3) years of work experience, or its part-time equivalent, in, providing direct administrative support for senior management (C-Suite/Executive Director level)

B. Five (5) years of professional level work experience, or its part time equivalent, in a (A) above; or,

C. An equivalent combination of the limits of (A) and (B) above.