Executive Assistant

South Portland Housing Authority•South Portland, ME

21h•$27 - $33

About The Position

South Portland Housing Authority (SPHA) is seeking an organized, discreet, and proactive Executive Assistant to provide confidential administrative support to the Executive Director and support and coordination to the Senior Management Team and other staff. The role supports the Board of Commissioners by preparing monthly meeting materials and maintaining board records, and helps keep the office running smoothly through oversight of budgets, technology, vendors, and day-to-day operations. The Executive Assistant also supports office communications, including maintaining the SPHA website and coordinating public relations materials and publications.

Requirements

Associate degree required.
3–5 years of experience in office administration and supervisory management.
Excellent written and verbal communication skills.
Proven ability to handle confidential information with discretion.
Working knowledge of Microsoft Office Suite.

Nice To Haves

Bachelor’s degree preferred.
Housing industry experience preferred.

Responsibilities

Prepare, format, and distribute monthly Board of Commissioners meeting packets.
Prepare board agendas, resolutions, and meeting minutes, and confidentially transcribe proceedings.
Maintain board records and official documents.
Track board member terms, appointments, and correspondence.
Provide confidential administrative support to the Executive Director.
Manage calendars and coordinate internal and external meetings.
Prepare executive correspondence, letters, reports, forms, and presentations.
Manage incoming correspondence and direct inquiries.
Coordinate signatures, stamps, and document execution.
Plan events and arrange travel.
Track action items and follow-up tasks from management meetings.
Review and approve office bills and help budget for office and IT needs.
Manage office vendors, supply inventory, and equipment maintenance.
Lead office technology projects, such as new scanners and phones, and manage telecommunications.
Set up workstations and computers for new hires in coordination with IT.
Organize electronic and paper filing systems and maintain templates and standard forms.
Cover reception phones as needed.
Maintain and update the SPHA website.
Coordinate public relations, logo use, and publications, including the annual report, newsletters, brochures, and press releases.