Executive Assistant to the Executive Director (2238)

HOUSING AUTHORITY OF THE CITY OF NEWARK•Newark, NJ

2d•$80,000 - $105,000•Onsite

About The Position

The Executive Assistant will provide high-level administrative support to the Executive Director and Board of Commissioners. Reporting directly to the Executive Director, the Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant also serves as a liaison to the board of commissioners and senior management teams; organizes and coordinates executive outreach and external relations efforts and oversees special projects. The Executive Assistant must be creative and enjoy working within a fast-paced environment. The ideal individual will have the ability to exercise good judgment in a diversity of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant to the Executive Director is responsible for providing comprehensive support to the CEO, Board of Commissioners, and Executive Team and managing the organization’s office operations. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

Requirements

Bachelor’s degree required
5+ years of related experience required working in an executive assistant role supporting a C- suite executives.
Flexible Hours
Strong ability to execute work with a diversity, equity, and inclusion lens.
Significant executive support experience, including supporting C-suite executives.
Expert proficiency with Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials.
Technical proficiency and problem-solving skills related to: IT infrastructure; IT support and troubleshooting; and cloud-based environments (web-based applications).
Strong verbal and written communication skills.
Exceptional organizational skills and impeccable attention to detail.
High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, community leaders, donors, and funded partners.
Make appropriate, informed decisions regarding priorities and available time.
Ability to complete a high volume of tasks and projects with little or no guidance.
Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
Able to maintain a high level of integrity and discretion in handling confidential information.
Excellent judgment is essential.
Ability to switch gears at a moment’s notice.

Responsibilities

Provide sophisticated calendar management for Executive Director. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
Act as a liaison and provide support to the Board of Commissioners. Arrange and handle all logistics for Board meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes on behalf of Board Secretary. Adhere to compliance with applicable rules and regulations set in bylaws regarding Board matters.
Complete a broad variety of administrative tasks that facilitate the Executive Director’s ability to effectively lead the organization, including assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports.
Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the Executive Director, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect CEO’s style and organization policy.
Work closely with the Executive Director to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," having a sense for the issues taking place in the environment and keeping the Executive Director updated. Anticipate Executive Director’s needs in advance of meetings, conferences, etc.
Coordinate all Executive Team meetings and retreats and assist with staff meetings and events as needed.
Provide "gatekeeper" and "gateway" role, providing a bridge for smooth communication between the Executive Director and staff, demonstrating leadership to maintain credibility, trust, and support with the Executive Team.
Complete projects by assigning work to appropriate staff, including the Executive Team, on behalf of the CEO.
Work with the Executive Team to coordinate the Executive Director’s outreach activities. Follow up on contacts made by the CEO to cultivate ongoing relationships.
Manage all aspects of organization’s office services. Evaluate and assist in developing office policies and procedures for improved work flow and anticipate future needs as organization grows. Assist in the selection of vendors and purchase equipment, services, and supplies necessary for operation of organization.
Replenish office materials such as snacks, printer supplies, paper, office supplies, etc.
Provide event management support as requested.
Provide hospitality to all guests and help to create a welcoming environment.
Answer main phone line and respond to inquiries.
Invest in building long-lasting relationships both externally and internally.
Manage petty cash reimbursements and reconciliation.
Other projects/duties as assigned for the overall benefit of the organization.