Executive Operations Manager

Illinois Housing Development • Chicago, IL

8h • $81,117 - $101,397 • Hybrid

About The Position

This position is housed within the Multifamily Financing department. The position is responsible for the execution of administrative functions and requires a high degree of critical support, skills, initiative, reliability, follow through and confidentiality to the department and its leadership.

Must have the ability to rapidly acquire knowledge of the department and Authority program areas. Establishes and implements departmental strategic direction – guiding structure, operations, culture – in partnership with internal and external stakeholders.

Requirements

• A bachelor’s degree required. Experience may be substituted for education at the discretion of the Multifamily Financing department.
• At least 5 years’ relevant experience.
• Expertise in Microsoft Office required including Outlook, MSWord, PowerPoint, and Excel.
• Strong verbal and written communication skills including writing, proofing, and editing necessary.
• Demonstrated capacity to develop visuals including charts, graphs, etc. required.
• Strong data entry skills including accuracy, completeness, and speed necessary.
• Testing of typing and Excel proficiency required along with a prompted writing sample that must be deemed satisfactory at the discretion of the Multifamily Financing department.
• Must be a resident of Illinois or willing to relocate.

Nice To Haves

• Experience in communications, event planning, project management, operations, and/or administration desired.
• Familiarity with Microsoft Teams, Zoom, and Monday.com.
• Flexible scheduling is available, upon completion of a six-month probationary period.

Responsibilities

• Creates and deploys internal and external communications and templates for correspondence, newsletters, fact sheets, FAQs, Management Bulletins, presentations, mass emails, etc. Complies with agency/department style and communication protocols.
• Interfaces with and serves as a department liaison to internal and external parties as directed. Maintains good public relations, screens calls, and assists callers in their requests, coordinates workflow, communications, and correspondence.
• Creates and deploys internal and external communications templates for Board and Committee presentations, correspondence, etc. Complies with agency/department style and communication protocols.
• Coordinates intake, routing, and response for Freedom of Information Act (FOIA) and other internal and external inquires.
• Coordinates internal and external event planning and implementation including training, conferences, and team-building initiatives (seasonal special events as assigned).
• Coordinates on and off boarding related to administrative or operational practices in cooperation with management as well as provides input on development and delivery of related training.
• Prioritizes project demands, track, and report progress in visual and narrative format. Monitor course of project meetings, capture notes and chart next steps, deliver recommendations, and facilitate business decision execution. Update project plans as needed.
• Develops and maintains updated contract and distribution lists.
• Assists with the offline drafting/updating of intranet and website content in Microsoft Office in coordination the Communications Department for direct posting, including IHDA’s bi-monthly newsletter.
• Identifies and pursues opportunities for information and process improvement.
• General administrative functions including but not limited to: 1. Document preparation, transmission, and retention including but not limited to transcribing, scanning, and filing.
• Data entry in spreadsheets, databases, and systems including troubleshooting, quality control/quality assurance, and reporting
• Correspondence intake (receipt, routing, response, tracking – may be electronic/hard copy, verbal/written)
• Expense reimbursement (intake, processing, tracking)
• Timekeeping/payroll (intake, processing, notifications, tracking, follow-up, reporting)
• Appointment, site visit scheduling coordination, calendar management, reviews mail, updates phone directories and is alert to information and system changes
• Meeting minutes development and distribution
• Training, conference, and travel arrangements (reservations, modifications, cancellations)
• Webinars and conference calls (Coordination, reservations, cancellations, general assistance)
• Central email accounts (management, review, routing, response)
• Office supplies (orders, cancellations, inventory maintenance, distribution)
• Incoming and outgoing mail routing
• Accounts receivable and payable in coordination with Finance/Accounting
• Provides written and editorial support and backup assistance in the drafting, editing, formatting, and proofing of documents for multifamily senior leadership team and broader department as appropriate.
• Collaborates with multifamily senior leadership to identify opportunities for enhancing team cohesion, employee engagement, and workplace satisfaction to foster a positive morale and supportive organizational culture.
• Create systems through innovative processes to further the department’s vision.
• Additional duties as assigned.

Benefits

• Paid time off, plus paid holidays
• Currently in a hybrid work arrangement, but candidates must reside in Illinois at time of hire.
• Medical/dental/vision/life insurance plans
• Short/long term disability
• Tuition reimbursement
• Flex spending
• 401K plan – immediate vesting
• IHDA employees may be eligible for federal loan forgiveness programs.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Number of Employees: 251-500 employees