#2024-004 Executive Assistant

2 weeks ago

Oklahoma City, United States Oklahoma Housing Finance Agency Full time
Job DescriptionJob Description

JOB TITLE

Executive Assistant (Re-posted 05/07/2024)

ANNUAL SALARY RANGE

$40,070 to $53,690

SUMMARY
Under the supervision of the Human Resources Director position will perform advanced technical clerical duties and other administrative support for Administration and other executive staff as required.

ESSENTIAL DUTIES AND RESPONSIBILITIES 

  • Position assists Administration, and all Department Directors on an as needed basis.
  • Assists in the preparation, organization, and finalization of documentation for trustee meetings and prepares room in advance of meeting.
  • Responsible for receptionist duties for Administration, which requires screening calls, taking messages, routing calls and correspondence, and disseminating agency program information.  Places outgoing calls when requested.
  • Assists with arranging travel schedules and reservations for the Administration team and other departments, as needed.
  • Maintains administrative correspondence, reports, invoices, and related documents, including sensitive information.
  • Keeps confidential information.
  • Assists with coordinating training sessions and seminars.
  • Assists with special projects, research, and data collection.
  • Maintains digital and electronic records.
  • May act as a virtual assistant organizing calendars and MSOffice 365 applications.
  • Maintains log of administrative complaints/inquiries and resolution.
  • Attends biweekly staff meetings, board meetings, and other meetings as needed, takes notes, and assists with the preparation and distribution of agendas and minutes.
  • Orders and maintains office supplies and schedules routine maintenance.
EDUCATION and/or EXPERIENCE
Bachelor's degree or four year’s experience as a Senior Executive Assistant or Administrative Assistant or an equivalent combination of education and relevant experience.
  • Knowledge of office management systems and procedure
  • Sense of ownership and pride in your performance and its impact on company’s success
  • Critical thinking and problem-solving skills
  • Team player
  • Good time-management skills
  • Great interpersonal and communication skills
  • Proficiency in MS Office 365
  • Ability to establish and maintain effective working relationships with co-workers, contractors, clients, the general public, and local, state, and federal officials

CERTIFICATES, LICENSES, REGISTRATIONS
Valid driver's license. Must be bondable.

This is not a remote or telework position.

A complete job description will be provided to candidates, if selected for an interview.

NOTE: Applicant will be required to pass a drug-screening test and criminal background check. Some positions may require a motor vehicle check as a condition of employment.

Some benefits include:

  • Employee medical and dental insurance coverage - 100% paid by OHFA.
  • OHFA pays 75% of spouse and dependent medical and dental insurance coverage
  • Optional vision coverage, life, and disability insurance
  • Flexible spending accounts (FSA's)
  • Vacation and sick leave benefits; paid holidays
  • Performance-based pay increase
  • Education tuition reimbursement programs
  • 401(a) retirement plan; optional 403(b) and 457 retirement savings plans
  • Homebuyer Down Payment Assistance

This employer participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S.

AA/EEO

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