Executive Assistant

The Housing Authority of Chester County•West Goshen Township, PA

171d•$45,000 - $75,000

About The Position

Under the direct supervision of the Executive Director/CEO, the Executive Assistant provides high-level, confidential, and strategic executive-level administrative support to ensure the efficient operation of the Executive Office. The role manages complex schedules, coordinates meetings and Board activities, prepares executive communications and reports, maintains official records, and supports organizational priorities and initiatives. The position requires exceptional organizational, communication, problem-solving, and time management skills, as well as the ability to prioritize competing responsibilities in a fast-paced environment while exercising professionalism, discretion, and independent judgment. The Executive Assistant also supports Board of Commissioners administration, including preparing and distributing agendas, resolutions, packets, minutes, supporting documentation, and public notices; attending Board meetings as required; and maintaining official records. The role may support special projects, audits, strategic planning, and operational improvements, and performs other duties as assigned by the Executive Director/CEO.

Requirements

Minimum of three years of experience providing executive-level office support preferred; an equivalent combination of education and experience may be considered.
Exceptional organizational and time management skills, including the ability to manage multiple priorities and deadlines.
Strong attention to detail and ability to produce accurate, high-quality work with minimal errors.
Excellent written and verbal communication skills.
Ability to maintain confidentiality and handle sensitive information with discretion and professionalism.
Ability to exercise sound judgment, initiative, and independent decision-making.
Ability to work effectively under pressure in a fast-paced, deadline-driven environment.
Ability to anticipate needs, solve problems proactively, and improve administrative processes.
Strong interpersonal skills and ability to establish and maintain effective working relationships with employees, Board members, residents, vendors, and external partners.
Knowledge of executive-level administrative practices, office management procedures, and organizational operations.
Strong understanding of records management, meeting administration, and business correspondence standards.
Knowledge of the principles and practices of budget development and administration.
Knowledge of generally accepted business principles, practices, techniques, and data processing functions.
Proper application of English spelling, grammar, and punctuation.
Proficiency with MS Office applications, including Word, Excel, and Outlook, and the internet.
Ability to learn and use agency software systems and technology platforms efficiently.
Ability to sit or stand for up to eight hours while performing work duties.
Ability to bend, stoop, push, and pull in the performance of office-related duties; use fingers bilaterally and unilaterally to operate office equipment; and lift up to 10 pounds.
Vision and hearing corrected to perform essential job functions.
Ability to perform essential job functions in an environment that sometimes includes increased work-related stress.

Nice To Haves

Bachelor’s degree in Business Administration, Public Administration, Human Resources, Communications, or a related field preferred.
Knowledge of HUD programs, public housing operations, federal regulations, and Housing Authority policies preferred.
Experience supporting executive leadership, public sector organizations, or housing authorities preferred.
Willingness to learn about housing authorities.
Demonstrated ability to create and employ process improvements.

Responsibilities

Provide comprehensive administrative support to the Executive Director/CEO and support the day-to-day operation of the Executive Office.
Manage the Executive Director/CEO’s calendar, appointments, meetings, conferences, events, and travel arrangements; identify scheduling conflicts and resolve them proactively.
Screen, prioritize, and respond to incoming emails, phone calls, correspondence, and inquiries.
Draft, proofread, edit, and prepare correspondence, memoranda, reports, presentations, meeting materials, and other documents, including confidential and sensitive materials.
Handle confidential information, personnel matters, legal documentation, and organizational issues with discretion and sound judgment.
Track assignments, projects, and deadlines and provide reminders and follow-up to support completion of tasks and initiatives.
Coordinate meetings and events, including scheduling, reminders, and catering when necessary.
Coordinate logistical and administrative functions for meetings, including Board of Commissioners meetings.
Prepare, compile, review, and distribute Board agendas, resolutions, packets, minutes, supporting documentation, and public notices within established deadlines.
Attend Board meetings as required; accurately record and transcribe minutes and maintain official meeting records.
Liaise between the Executive Director/CEO, legal counsel, and senior staff regarding Board-related communications and requests.
Maintain executive records, corporate files, and reports for efficient retrieval.
Prepare meeting agendas, presentations, summaries, and follow-up documentation.
Process, review, and reconcile the Executive Director/CEO’s expense reports, invoices, reimbursements, and related documentation.
Support special projects, organizational initiatives, audits, strategic planning activities, and operational improvements.
Perform other duties as assigned by the Executive Director/CEO.