Executive Administrative Assistant
About The Position
The Executive Administrative Assistant provides high-level executive, administrative, and operational support to the Deputy Commissioner of the Office of Asset and Property Management (APM) at the Department of Housing Preservation and Development. The role ensures the Deputy Commissioner’s office operates smoothly in a high-visibility, fast-paced governmental environment and supports executive priorities related to affordable housing preservation, compliance oversight, housing placement, emergency relocation services, and property management. The position manages executive scheduling, high-level meetings and hearings, confidential communications, and workflow across multiple divisions. It serves as a liaison between the Deputy Commissioner and division directors, City Hall representatives, HPD executive leadership, City Council staff, and other stakeholders. The role requires sound judgment, professionalism, and discretion while balancing competing priorities in a politically sensitive and time-sensitive environment. The position requires a consistent in-office presence, attendance at hearings, executive briefings, and high-level meetings as needed, and support for urgent matters. Extended hours may be necessary to align with executive schedules and public engagements.
Requirements
- Bachelor’s degree from an accredited college or university.
- At least five years of progressively responsible experience providing executive-level administrative support to senior leadership in government, public sector, or large organizational environments.
- Exceptional written and verbal communication skills.
- Strong organizational, time-management, and problem-solving abilities.
- Proficiency in Microsoft Office Suite and executive document preparation.
- Ability to exercise discretion and independent judgment.
- Strong analytical ability and attention to detail.
- Excellent interpersonal skills.
- Proficiency in MS Word, Excel, PowerPoint, Outlook, and SharePoint.
Nice To Haves
- Experience supporting executive leadership in housing, public administration, or regulatory environments.
- Demonstrated ability to manage high-volume executive calendars in politically sensitive environments.
Responsibilities
- Manage and prioritize a complex, high-volume executive calendar.
- Coordinate internal and external meetings, including City Council hearings, Commissioner briefings, and City Hall engagements.
- Prepare and organize meeting materials, agendas, and briefing packets.
- Confirm logistics for hearings, public appearances, and executive sessions.
- Track follow-up actions and ensure timely completion of assignments.
- Draft, review, and format executive correspondence, memoranda, and internal directives.
- Screen and prioritize incoming communications and inquiries.
- Maintain secure and organized electronic and physical filing systems.
- Manage confidential and sensitive materials with discretion.
- Serve as liaison between the Deputy Commissioner and division leadership.
- Coordinate cross-divisional updates and status reports.
- Support preparation for executive-level presentations and policy discussions.
- Interface with City, State, and Federal stakeholders as directed.
- Monitor time-sensitive approvals, submissions, and internal documentation.
- Assist with personnel-related administrative processes.
- Coordinate travel, site visits, and field engagements.
- Provide in-person support during major hearings and executive meetings.
- Maintain consistent in-office presence to support real-time executive needs.
- Attend hearings, executive briefings, and high-level meetings as required.
- Support urgent matters requiring immediate response.
- Work extended hours when necessary to align with executive schedules and public engagements.
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What This Job Offers
Job Type
Full-time
Career Level
Senior
