Executive Administrative Assistant

Palatka Housing Authority

About The Position

The executive assistant provides a variety of highly responsible, complex and confidential secretarial and administrative services, including the compilation and preparation of a variety of complex correspondence, spreadsheets and reports, for the President / CEO. Exercises a high level of personal discretion within all aspects of the position. Carry out special projects as assigned. This position differs from all other classifications in that it is solely responsible to the President / CEO for his/her administrative and secretarial support. It is the senior clerical/administrative classification of the Housing Authority Operations. The classification is expected to be a resource to all agency ESSENTIAL JOB FUNCTIONS:

Responsibilities

Perform confidential and highly sensitive administrative duties for the President/ CEO, and Department Heads, as assigned.
Maintain the President / CEO calendar. Grant access to the President / CEO in accordance with established criteria. Receive and screen visitors and phone calls for the President / CEO, as needed. Maintain an awareness of those agencies and personalities of critical importance to the Authority.
Make phone calls on behalf of the President/ CEO, as requested. Prepare both routine and non-routine correspondence and forms for the President/ CEO and, as requested, other Department Heads.
Maintain files for the President/ CEO.
Undertake special research studies and assignments as directed by the President / CEO. Organize information for special reports.
Make travel arrangements for the President/ CEO, Board Members, and other Department Heads as requested. Arrange for special meetings, conferences, and workshops, as requested.
Open, prioritize, attach backup, and distribute mail for the agency, as well as the President/ CEO.
Fax confidential and routine correspondence.
Order all supplies for the President/ CEO office.
Serve as an advisor to the President / CEO regarding management and operations issues and other Authority-wide matters. Float ideas and act as a sounding board for issues of concern to the President/ CEO.
Maintain adequate calendar and filing monitoring and reporting systems to ensure the adequacy, quality, and timeliness of work due into the President/ CEO.
Provide back-up support to the Secretary of the Board position at Board meetings, as necessary.
Organize and maintain electronic and paper program and property files in the agency library.
Maintain regular and consistent attendance.