Executive Assistant

Summary

The primary purpose of the Executive Assistant position is to provide diverse, complex, and comprehensive support to the Housing Authority of the Birmingham District's Chief Executive Officer. This position carries out day-to-day functions that align with the Chief Executive Officer's vision and initiatives, managing the President/CEO's calendar, drafting letters and other correspondence from the President/CEO, performing and supporting organizational tasks and processes, and serving as the primary point of contact for Agency staff and external entities.

All activities must support the HABD mission, strategic goals, and objectives.

Essential Duties and Responsibilities

The position duties and responsibilities listed below describe the general nature and scope of work. Other responsibilities, duties, and skills may be required and assigned, as needed.

• Completes administrative tasks, along with special projects for the President and CEO and other members of the Executive Leadership team at the request of the President/CEO.
• Communicates on behalf of assigned Executive Office staff with an array of stakeholders, including but not limited to Agency staff, clients, and vendors.
• Serves as a thought leader in implementing new and changing administrative and organizational processes within the Executive Office and across the Agency.
• Supports the Executive Office Coordinator in maintaining office inventory/infrastructure and protocol standards within the Executive Office.
• Assists in implementing special projects as assigned to further Agency impact.
• Assists in creating, reviewing, and modernization of Agency practices and procedures.
• Supports the planning and logistics of meetings pertaining to the Agency's Board of Commissioners, including but not limited to regular and special session meetings, events, and travel.
• Reviews and resolves issues brought to the Executive Office staff, including sensitive and confidential items.
• Maintains the calendar and schedule of the President/CEO, managing meeting and event requests and preparing agendas and meeting materials.
• Drafts, proofs, and revises letters, memos, meeting minutes, and other written communications for the President/CEO.
• Designs and edits presentations, reports, and similar items on behalf of the President/CEO.
• Assists the Executive Office Coordinator with clerical, filing, and document processing outside the President/CEO as needed.
• Assists with compiling and reviewing data, reports, and other information for general purposes.
• Plans, schedules, and staffs various meetings and events with and for the President/CEO as needed.
• Arranges travel and itineraries, complete expense reporting, and other related tasks for the President/CEO.
• Scans, files, and maintains records of interdepartmental documents and correspondences with the President/CEO.
• Maintains accurate time, attendance, and decorum in the workplace.
• Coordinates meetings and welcomes guests to the Executive Office on behalf of the President/CEO.
• Maintains Agency and executive staff membership with boards, committees, and associations.
• Coordinates office functions with other administrative personnel.
• Performs other related duties as assigned.

Behavioral Competencies

This position requires the incumbent to exhibit the following behavioral skills:

• Job Knowledge: Exhibits requisite knowledge, skills, and abilities to perform the position effectively. Demonstrates knowledge of policies, procedures, goals, objectives, operational entities, requirements, and activities as they apply to the assigned organizational entity of HABD. Uses appropriate judgment & decision-making by the level of responsibility.
• Commitment: Sets high-performance standards; pursues aggressive goals and works hard/intelligently to achieve them; strives for results and success; conveys a sense of urgency and brings issues to closure; persists despite obstacles and opposition.
• Customer Service: Meets/exceeds the expectations and requirements of internal and external customers; identifies, understands, monitors, and measures the needs of both internal and external customers; talks and acts with customers in mind. Recognizes work colleagues as customers.
• Effective Communication: Ensures essential information is passed to those who need to know; conveys necessary information clearly and effectively orally or in writing. Demonstrates attention to and conveys an understanding of the comments and questions of others; listens effectively.
• Initiative: Proactively seeks solutions to resolve unexpected challenges. Actively assists others without formal/informal direction. Possesses the capacity to learn and actively seeks developmental feedback. Applies feedback for continued growth by mastering concepts needed to perform work.
• Responsiveness and Accountability: Demonstrates a high level of conscientiousness; holds oneself personally responsible for one's work; does a fair share of work.
• Teamwork: Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; puts team success above own interests; supports everyone's efforts to succeed.

Job Competencies

• Understanding the Agency's critical policies, procedures, functions, and staff.
• Knowledge of applicable Department of Housing and Urban Development ("HUD") rules and regulations pertaining to programs administered by the Agency.
• Knowledge of the laws and regulations pertaining to agency operations.
• Knowledge of records management practices and general office administration best practices and procedures.
• Knows how to maintain cooperative and effective relationships with intra and interdepartmental personnel and any external entities with whom the position interacts.
• Ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer service and responsiveness.
• Ability to analyze and interpret affordable housing and real estate development policies and procedures.
• Ability to read and interpret documents such as budgets and procedure manuals.
• Ability to accurately and rapidly compose effective correspondence.
• Strong language and communication skills.
• Ability to communicate with people from a broad range of socio-economic backgrounds.

Education and/or Experience

A Bachelor's degree with a minimum of three (3) years of professional experience in an administrative or office management role. Executive-level administrative support is preferred.

An equivalent combination of education and experience may be considered.

Some positions may require possession of a valid driver's license and the ability to be insurable under HABD's automobile insurance plan at the standard rate.

Technical Skills

To perform this job successfully, the employee should have strong computer skills (e.g., MS Word, Excel, PowerPoint, and Outlook). Must have the ability to learn other computer software programs as required by assigned tasks. Strong emotional intelligence and ability to foresee conflicts and coordinate multiple projects simultaneously. Highly proficient in collaborative work, adaptable to shifting goals and priorities. Must have strong writing, editing, and oral communication skills and works well in a fast-paced environment.

Physical Demands

The physical demands described here represent those that an employee must meet to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

To perform this job successfully, the employee is frequently required to remain in a stationary position. Daily movements include sitting; standing; reaching and grasping; operating computers and other office equipment; moving about the office; and attending onsite and offsite meetings. The employee must be able to exchange information in person, in writing, and via telephone. The employee must occasionally transport up to 25 pounds.

Work Environment

The work environment characteristics described here represent those an employee encounters while performing this job's essential functions. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Office environment: The noise level in the work environment is usually moderate.

The position is open until filled.