Executive Assistant & Special Projects Coordinator

Everett Housing Authority•Everett, WA

19h•$74,096 - $100,030•Onsite

About The Position

This dynamic dual role bridges the gap between strategic leadership and effective internal communication within the Everett Housing Authority. This role reports directly to the Executive Director and collaborates closely with the Senior Staff Team, providing high-level administrative support with a strong emphasis on maintaining confidentiality in sensitive labor relations and employment matters. Manage the Executive Director's day-to-day working activities with initiative and discretion, ensuring smooth operations and acting as a trusted liaison between the Director, senior staff, and external stakeholders. Foster a culture of transparency and collaboration through engaging communication initiatives, playing a pivotal role in EHA's success.

Requirements

Microsoft Office 365 Suite programs, including advanced skills in Word, Excel, Outlook, PowerPoint, OneNote, OneDrive and Teams
In-depth knowledge of office administrative and management practices and procedures
Principles and practices of sound business communication
Correct English usage, including spelling, grammar and punctuation
Knowledge of accepted business practices and policies
Knowledge of organization, administrative regulations, policies and procedures, including travel/training and expense reporting
Basic functions of public agencies, including the role and responsibilities of a public governing board
Basic OPMA rules and regulations for the conduct of public meetings
An understanding of administrative regulations and policies
Budgeting, recordkeeping, filing and purchasing practices and procedures.
AA degree PLUS three to five years paid work experience in administrative support, or an equivalent combination of education and experience.
Valid Washington State Driver's License or ability to obtain one within 60 days and good driving record
Fair Housing Certification or ability to obtain one within 90 days
Perform a wide range of highly complex and responsible executive-level administrative and secretarial functions for the Executive Director and senior staff team
Maintain a variety of complex electronic and physical files and calendars
Maintain strict confidentiality of sensitive labor relations, collective bargaining, and employment matters, including handling confidential documentation and communications
Collaborate effectively with people who have varying backgrounds, interests, and requirements
Communicate effectively both orally and in writing
Speak and understand English and follow oral and written directions
Work independently with limited supervision
Work respectfully and courteously with a variety of stakeholders
Drive a vehicle
Works regular and reliable hours on site as required
Attendance must be punctual and consistent
Works an agreed-upon schedule and works additional hours as necessary to complete work
Works effectively, cooperatively and respectfully with co-workers, clients, and other contacts
Follows all EHA Safety Policies and Procedures
Follows all EHA Personnel Policies and Procedures
Performs other duties as assigned.

Responsibilities

Prioritizes and schedules Executive Director’s internal and external meetings with staff, stakeholders, and governmental entities; maintains the Executive Director’s calendar, daily schedules, and community functions; prepares materials as needed for meetings; ensures that calendars contain information on the nature of the meetings, location, and attendees.
Serves as travel coordinator for staff and Commissioners attending conferences and training; prepares travel authorization documents with cost estimates, books airline tickets and arranges hotel accommodations within budgetary confines and according to Authority travel policy.
Serves as liaison between Executive Director and senior staff management team; supports and interacts with partner agencies, state, local and federal legislative offices on a routine basis to fulfill the agency’s mission and goals; establish and maintains cooperative and effective working relationships with partner agencies.
Provides confidential administrative support to the Executive Director and senior management on highly sensitive internal communications and decision-making. This includes administrative support for labor relations and collective bargaining activities, such as preparing and maintaining confidential documentation, tracking timelines, and coordinating communications. Also supports processes related to workforce planning, hiring, reductions in force, salaries, benefits, and other compensation, and assists with documentation and communication in employee or union disputes. Maintains strict confidentiality of all sensitive labor relations and employment matters.
Prepares or gives feedback on correspondence, reports, briefs, speeches, PowerPoint presentations and documents for Executive Director; assists other members of the executive team in routine office procedures and projects as needed.
Receives, screens, and routes telephone calls; answers questions or refers to appropriate staff members or schedule appointments as appropriate; receives, sorts, reads, routes and responds to email and letters as directed; establishes and maintains effective filing systems for documents, contracts, reports and records; responsible for purchases for the executive department and associated processes.
Updates news items, board agenda packets, personnel updates, and other webpages for the EHA website.
Provides executive level administrative support for senior staff meetings, including gathering agenda points, recording meetings, taking notes, and dispersing action points from the meeting.
Facilitates getting pertinent signatures via electronic or conventional means from the Executive Director and other stakeholders.
Acts as the organization and gatekeeper for EHA affiliate documents (bylaws, board meeting materials, member contact information, etc.).
Supports lobbying activities and coordinates grant opportunities, including tracking deadlines and required documentation.
Coordinates special projects assigned by the Executive Director, including task assignments, due dates, tracking progress, gathering and formatting materials, editing, and conducting follow-up/lessons learned.
Coordinates monthly pre-board meetings, reviews and finalizes agenda, gathers department board reports, and ensures reports are cleaned up and formatted.
Manages full board meeting logistics: prepares and sends packets, schedules meetings, runs technology, posts public notices, prepares minutes, coordinates signing of resolutions, and maintains the master file of board documents (including resolutions).
Manages social media posts, including taking photos at events, creating flyers, and ensuring timely and engaging content.

Benefits

A competitive salary
22 days of paid vacation annually
13 days of sick leave each year
13 paid holidays each year
A strong benefit package including robust health, dental, vision and life insurance as well as a pension plan (PERS)
Long Term Disability Insurance
Employee Assistance Program
Wellness Program
Tuition reimbursement
Work that makes a difference!