Executive Assistant, Development

$65,000 - $70,000/Yr

New York City Housing Development - New York, NY

Full-time - Mid Level

New York, NY

Securities, Commodity Contracts, and Other Financial Investments and Related Activities

About the position

The Executive Assistant at the New York City Housing Development Corporation (HDC) provides essential administrative support to the First Executive Vice President and Senior Vice Presidents of Development. This role is pivotal in managing schedules, coordinating meetings, and serving as the primary point of contact for internal and external stakeholders. The Executive Assistant is expected to handle confidential correspondence, prepare documents, and assist in organizing large meetings and events, ensuring the executives can focus on their strategic responsibilities.

Responsibilities

• Maintain executives' appointment schedules by planning and scheduling meetings, conferences, teleconferences, and travel.
• Manage active calendars and identify, anticipate and resolve potential scheduling conflicts.
• Coordinate with other executive assistants, internally and externally, to schedule meetings.
• Complete expense reports.
• Compose and prepare correspondence that may be confidential.
• Register staff for major conferences and arrange travel plans, itineraries, and agendas.
• Compile documents and preparatory materials in advance of meetings.
• Attend team meetings, take and distribute notes, and coordinate follow up tasks as necessary.
• Conserve executives' time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating and managing telecommunications.
• Research, prioritize, and follow up on incoming issues and concerns addressed to the executives, including those of a sensitive or confidential nature.
• Determine appropriate course of action, referral, or response when possible.
• Proactively anticipate executives' needs and work independently to make administrative decisions and requests for information on behalf of the executives.
• Prepare correspondence and communicate with staff on behalf of the executives.
• Assist in organizing and coordinating large meetings and team-wide events and activities.
• Handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures.
• Complete other duties or special projects as assigned, including providing coverage for other executive assistants in the Corporation when necessary.

Requirements

• Bachelor's or Associate's degree preferred; or a minimum of five years of relevant experience supporting executive staff.
• Exceptional interpersonal, verbal, and written communication skills, and the ability to build relationships with staff and external partners.
• Strong organizational skills with excellent attention to detail.
• Advanced computer skills with Microsoft Office Suite including Outlook, Word, PowerPoint, Excel, and electronic signature software.
• Demonstrated proactive approaches to problem-solving with strong decision-making capability.
• Tact, discretion and good judgment in confidential and sensitive situations and communications.

Nice-to-haves

• Strong decision-making capability.
• Experience in public service or housing development.

Benefits

• Health Benefits at a reasonable cost
• Dental and Vision Benefits at no cost
• Retirement savings plan with a generous match and a pension plan
• Paid holiday, vacation, sick time and parental leave
• Professional development opportunities
• Public Service Loan Forgiveness for eligible employees
• Wellness reimbursement
• Back-up Caregiver Benefit