Executive Administrator

4 weeks ago

Dayton, United States Dayton Metropolitan Housing Full time
The Executive Administrator to the CEO plays a pivotal role in ensuring the smooth operation of the CEO's office and providing essential support in managing her daily responsibilities. Given the sensitive nature of CEO-related matters, the Executive Administrator will exercise a high level of discretion and confidentiality in handling information and communication.

Key Responsibilities:

1. Correspondence Management: Screen and prioritize incoming emails, letters, and phone calls for the CEO's attention. Draft responses and compose correspondence on behalf of the CEO as needed.

2. Documentation and Record Keeping: Maintains accurate records of all Executive Office compliance activities, including audits, inspections, and corrective actions taken. Ensures that all documentation is up-to-date and easily accessible for review. Responsible for scheduling and notices of upcoming Board meetings; gathering and preparing Board Agendas; distributing packets to Commissioners and Sr. Staff; attendance at Board meetings and recording/distribution of Minutes.

3. Policy Development: Assist the CEO in the development and implementation of policies and procedures to enhance compliance efforts and mitigate risks. Stay informed about changes in relevant regulations and recommend updates to policies as needed.

4. Training and Education: Assist the CEO in coordinating training and educational sessions to staff members to promote understanding of compliance requirements and best practices.

5. Reporting: Prepare regular reports to the CEO on compliance activities, findings, and recommendations for management and regulatory agencies as required.

6. Collaboration: Collaborate with other departments, agencies, and stakeholders involved in public housing programs to ensure coordinated efforts.

7. Communication Liaison: Serve as a primary point of contact between the CEO's office and internal and external stakeholders, including board members, clients, partners, and vendors. Attends meetings with internal and external stakeholders in the place of CEO.

8. Special Projects: Assists the CEO and executive team in special projects, research initiatives, presentations, and reports as assigned.

9. Supervision: Supervises the Central Office Receptionist and assures the front desk is adequately staff at all times.

Qualifications:
  • Minimum of Bachelor's degree in public administration, business administration, or a related field. Other education and/or relevant work experience will be taken into consideration.
  • Knowledge of relevant laws, regulations, and guidelines governing Agency programs (e.g., HUD regulations).
  • Strong analytical and problem-solving skills with attention to detail.
  • Excellent communication and interpersonal skills.
  • Ability to maintain confidentiality.
  • Ability to work independently and collaboratively in a team environment.
  • Previous experience in public housing, legal or compliance-related roles is preferred.

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