Executive Assistant

New York City Housing Development Corporation•New York, NY

12d•$60,000 - $70,000•Onsite

About The Position

The Executive Assistant provides executive administrative support to the Chief of Staff in the President’s Office and the Executive Vice President, Asset Management & REMIC. This individual will also assist and support other members of the senior leadership team and serve as a back-up and partner to the President’s Executive Assistant. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to assigned executives.

Requirements

Bachelor’s or associate 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 and good judgment in confidential and sensitive situations

Responsibilities

Maintain executives’ appointment schedules by planning and scheduling meetings, conferences, teleconferences, and arranging travel plans, itineraries and agendas.
Manage active calendars of appointments, identifying and anticipating potential conflicts for the weekly schedule and helping to ensure that schedules are followed and respected.
Prepare and submit expense reports and coordinate the timely submission of team members’ timesheets.
Draft, compile, and prepare correspondence, briefing documents, and other materials, including sensitive and confidential communications, in advance of meetings.
Research, prioritize, and follow up on matters directed to executives, including sensitive or confidential issues; determine the appropriate action, referral, or response, as appropriate.
Compile documents and preparatory materials in advance of meetings
Conserve executives’ time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
Coordinate and schedule candidate interviews in support of hiring efforts across departments.
Assist in planning employee events, including coordinating with vendors, managing space logistics, arranging setup, cleanup, and submitting expense requisitions in a timely manner.
Assist with outreach and registration of staff for major conferences, managing set up for large meetings
Handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures.
Proactive anticipation of executives’ needs and able to work independently to make administrative decisions and requests for information on behalf of the executives.
Complete other duties as assigned