Position Summary: Under the direct supervision of President/Chief Executive Officer, the primary purpose of this position is to provide a wide range of highly confidential, complex, and responsible executive-level administrative support. The incumbent is responsible for managing the daily administrative functions for the Executive Office.Essential Duties: · Anticipates the needs of supervisor and prepares information, agendas, materials, and reports needed by the President/CEO, conferences, appointments, telephone calls, and meetings. · Coordinates communications and information and works with others to assure compliance with timelines pertaining to requests for information and service. · Identifies urgent and critical correspondence, incoming phone calls, other inquiries, and coordinates their response. Receives, screens and routes telephone calls; receives visitors; answers questions, and refers communications to the appropriate staff members. · Composes documents and correspondence on a variety of matters to support the President/CEO. · Balances conflicting priorities in order to manage workflow, ensure the completion of essential projects, and meet critical deadlines · Receives, screens, and routes communications to the President/CEO, including telephone calls and email messages. · Receives and greets visitors, answers questions, and refers inquiries to appropriate staff and · schedules appointments as appropriate. · Attends Board of Commissioners meetings, takes and transcribes minutes, and oversees preparation and distribution of Board packets and notices. · Coordinate meeting agendas for Board of Commissioners meetings; prepare meeting notices; coordinate meeting logistics; prepare minutes; follow up on meeting requests from Commissioners or the public in accordance with State and Housing Authority standards. · Develops and implements efficient office procedures. Establishes and maintains effective filing systems for official documents, contracts, reports, and records including records of a confidential nature. · Determines, prioritizes, and schedules the President/CEO's internal and external meetings, daily schedule, and community functions in addition to coordinating the preparation of needed materials. · Coordinates out-of-town travel arrangements for the President/CEO and other HACC staff. Processes and reconciles related expense statements for all HACC travelers. · May attend meetings with senior staff and prepare agendas. May attend a variety of other meetings or functions representing the President/CEO. · Performs other duties as assigned.
