Executive Assistant Job at The Housing Authority of Chester County in West Chest

Position Summary: Under the direct supervision of the Vice President of the Housing Choice Voucher Program (VP of HCVP), the primary purpose of this position is to provide a wide range of highly confidential, complex, and responsible executive-level administrative support. The incumbent is responsible for managing the daily administrative functions for the Executive Office.

Essential Duties

• Anticipates the needs of supervisor and prepares information, agendas, materials, and reports needed by the Vice President of the Housing Choice Voucher program, conferences, appointments, telephone calls, and meetings.
• Coordinates communications and information and works with others to assure compliance with timelines pertaining to requests for information and service.
• Identifies urgent and critical correspondence, incoming phone calls, other inquiries, and coordinates their response.
• Receives, screens and routes telephone calls; receives visitors; answers questions, and refers communications to the appropriate staff members.
• Composes documents and correspondence on a variety of matters to support the VP of HCVP.
• Balances conflicting priorities in order to manage workflow, ensure the completion of essential projects, and meet critical deadlines
• Receives, screens, and routes communications to the VP of HCVP, including telephone calls and email messages.
• Receives and greets visitors, answers questions, and refers inquiries to appropriate staff and schedules appointments as appropriate.
• Attends Board of Commissioners meetings, takes and transcribes minutes, and oversees preparation and distribution of Board packets and notices.
• Coordinate meeting agendas for Board of Commissioners meetings; prepare meeting notices; coordinate meeting logistics; prepare minutes; follow up on meeting requests from Commissioners or the public in accordance with State and Housing Authority standards.
• Develops and implements efficient office procedures. Establishes and maintains effective filing systems for official documents, contracts, reports, and records including records of a confidential nature.
• Determines, prioritizes, and schedules the VP of HCVP’s internal and external meetings, daily schedule, and community functions in addition to coordinating the preparation of needed materials.
• Coordinates out-of-town travel arrangements for the VP of HCVP and other HACC staff. Processes and reconciles related expense statements for all HACC travelers.
• May attend meetings with senior staff and prepare agendas. May attend a variety of other meetings or functions representing the VP of HCVP.
• Performs other duties as assigned. 

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.
• Exceptional customer service to landlords and a diverse population of internal and external stakeholders and clients.
• 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 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:

Bachelor’s 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.