Executive Assistant - Operations

Omaha Housing Authority • Omaha, NE

1d • $49,985 - $72,480 • Onsite

About The Position

The Executive Assistant to Operations role provides high‑level administrative, operational, and project coordination support to the Chief Operating Officer (COO). This position ensures smooth administrative operations across departments, supports organizational initiatives, and facilitates communication between the COO, residents, staff, external partners, and regulatory bodies. The role requires exceptional organizational skills, the ability to manage complex workflows and priorities, strong written and verbal communication, and the judgment to operate with a high degree of discretion, professionalism, and urgency.

Requirements

• Bachelor’s degree in business administration, or related field; or equivalent combination of education and experience.
• Minimum five (5) years of progressively responsible administrative support experience, including support for executives or senior leaders.
• Excellent written, verbal, analytical, and interpersonal communication skills.
• Strong problem-solving skills and ability to work independently with minimal supervision.
• Proficiency with Microsoft Office Suite; ability to create presentations and meeting materials.
• Ability to maintain effective working relationships with staff, residents, government officials, and community partners.
• Ability to manage multiple priorities, meet deadlines, and maintain accuracy under pressure.

Nice To Haves

• Knowledge of local, state, and federal regulations related to housing programs (HUD, NSPIRE, REAC) preferred.

Responsibilities

• Manage the COO’s calendar, scheduling, correspondence, and meeting logistics with a high degree of accuracy and confidentiality.
• Receive, review, and route incoming communications; ensure timely response to inquiries from internal and external stakeholders.
• Compile data from departments and prepare summaries, briefings, and background materials for the COO and department directors.
• Maintain organized digital and physical filing systems consistent with HUD, NSPIRE, and OHA documentation requirements.
• Prepare, edit, and distribute correspondence, memos, presentations, and reports.
• Attend meetings as assigned; prepare accurate, concise, and timely meeting minutes and action-item follow‑up lists.
• Serve as back‑up to the Executive Assistant to the CEO, providing coverage and support as needed.
• Coordinate cross‑departmental project workflows; monitor progress, track deadlines, and ensure follow‑up on assigned tasks to support timely completion.
• Assist in compiling and preparing weekly, monthly, and quarterly operational reports, including HUD‑required submissions and internal performance metrics.
• Support process improvement efforts by gathering data, monitoring outcomes, and helping develop recommendations.
• Maintain logs, dashboards, or operational metrics as assigned.
• Coordinate procurement of office supplies, equipment, furniture, training registrations, and travel arrangements; track inventory and purchasing needs in accordance with procurement policy.
• Provide general administrative support for operational initiatives, special projects, and organizational priorities assigned by the COO.
• Respond to routine inquiries from residents, community partners, or public agencies by providing relevant policies, procedures, and regulations.
• Provide oversight and administrative support for specialty rent postings (e.g., commercial leases, rent assistance programs).
• Support communication efforts for resident notices, newsletters, social media updates, and website information related to operational projects or initiatives.
• Support planning and coordination of resident engagement activities and community‑facing events.
• Assist in planning and executing department meetings, trainings, and staff-wide communications.
• Maintain updated department charts, departmental contact lists, and internal resource documents.
• Serve as a central coordination point for the COO and department directors, administrative staff, and operational teams.
• Provide direction or task delegation to administrative support staff assigned to the COO or the Operations division.
• Assist with training administrative staff on procedures, communication standards, and operational workflows.
• Identify workflow challenges or process inefficiencies and provide recommendations to the COO for improvement.
• Maintain familiarity with and effectively use AI-supported productivity tools (i.e.-document drafting, data summarization, workflow automation) to enhance efficiency and support Operations initiatives.
• Assist the COO with special projects, events, and emerging organizational priorities.
• May work evening or weekend hours for special events or deadlines.
• Perform other duties as assigned.

Benefits

• 17 paid holidays, including your birthday, a floating holiday, and a self-care day
• 12 days of vacation and 12 days of sick leave per year
• Medical, dental, and vision benefits start the 1st of the month following date of hire
• Life Insurance, Health & Dependent Care FSA, MetLife Voluntary Insurance, and Pet Insurance
• 401(a) retirement plan with a 5.5% match and 457 compensation plan

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level