Executive Assistant

Housing Authority of Paducah•Paducah, KY

10d

About The Position

The Executive Assistant serves as a trusted partner to the Executive Director and Executive Leadership Team, delivering high-level administrative, operational, and strategic support. This role operates at the center of organizational coordination and requires the highest standards of confidentiality, integrity, professionalism, and discretion. The ideal candidate is highly organized, proactive, and adaptable—capable of managing competing priorities while maintaining accuracy and composure in a fast-paced environment. This position plays a critical role in ensuring seamless executive operations, effective board governance, and strong communication across a diverse range of internal and external stakeholders. This position is a temporary appointment not to exceed nine (9) months. Based on operational needs, funding availability, and demonstrated performance, the position may be considered for reclassification to a regular full-time role.

Requirements

Bachelor’s degree in business administration or related field preferred
Minimum of 3–5 years of progressive administrative experience
Experience supporting senior leadership and/or board governance strongly preferred
Knowledge of the principles and practices of public housing management preferred
Demonstrated ability to work and make effective decisions independently
Must have a strong customer service orientation and maintain a positive, professional attitude when representing the Authority.
Demonstrated computer literacy/proficiency with all applicable software. Knowledge of Microsoft Office is required.
Ability to travel, as needed.
Ability to work extended hours within a stressful and demanding environment.
Communicate both orally and written.
Must be able to perform each essential duty satisfactorily.
Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
Strong interpersonal skills with the ability to build relationships with stakeholders, including staff, board members, external partners, etc
Strong organizational and time management skills with the ability to prioritize multiple tasks
Excellent written and verbal communication skills
High level of discretion and ability to handle confidential information
Strong interpersonal skills with the ability to build relationships with staff, board members, and stakeholders
Ability to work independently and make sound decisions
Proficiency in Microsoft Office and general business software
Strong attention to detail, accuracy, and follow-through
Ability to work in a fast-paced, high-demand environment
Professional demeanor with strong customer service orientation

Nice To Haves

Bachelor’s degree in business administration or related field preferred
Experience supporting senior leadership and/or board governance strongly preferred
Knowledge of the principles and practices of public housing management preferred

Responsibilities

Provide direct, high-level administrative support to the Executive Director and Executive Leadership Team
Manage complex calendars, scheduling priorities, and executive time optimization
Draft, review, and distribute professional correspondence, reports, presentations, and memoranda
Serve as a gatekeeper for incoming communications, ensuring timely, professional, and strategic responses
Conduct research, compile data, and prepare briefing materials to support executive decision-making
Track assignments, deadlines, and key initiatives to ensure accountability and follow-through
Serve as a primary liaison between the Executive Director and the Board of Commissioners
Coordinate all Board and committee meetings, including scheduling, logistics, and compliance requirements
Prepare and distribute Board packets, agendas, resolutions, and supporting documentation
Record, prepare, and maintain official meeting minutes and governance records
Ensure timely follow-up on Board directives and action items
Coordinate travel, accommodations, and logistics for Commissioners and leadership
Provide administrative support to affiliated boards and committees as needed
Plan and coordinate agency-wide meetings, leadership sessions, and special events
Prepare materials, coordinate technology, and ensure seamless execution of meetings
Attend meetings as requested to capture notes, track decisions, and monitor action items
Coordinate travel, training, and professional development logistics for staff and leadership
Support cross-functional communication and collaboration across departments