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Senior Executive Administrator

2 months ago

Salt Lake, Utah, United States Housing Connect Full time
Job Overview

Position Title: Executive Administrator

Department: Administration

Current Level: 9

Reports to: Chief Executive Officer

Mission Statement of Housing Connect

At Housing Connect, we hold the belief that a home should provide safety and comfort. Our residences ground us, reflecting our core values and aspirations, while inspiring us to achieve our goals and improve our lives and those of our families.

As a frontrunner in addressing the affordable housing crisis impacting our communities, Housing Connect serves as a vital link. We have successfully connected numerous individuals with the resources they need to establish stability, earning recognition both locally and nationally for our impactful work.

The Executive Administrator plays a crucial role in delivering administrative assistance to the CEO.

Key Responsibilities

The following points outline the general nature and scope of work associated with this position. This is not an exhaustive list of all responsibilities, duties, and/or skills required, and additional tasks may be assigned.

Support for the CEO

  • Manage the daily schedule and monthly calendar of the Executive Director, organizing appointments and meetings.
  • Screen and direct incoming calls and correspondence.
  • Draft internal and external communications.
  • Prepare meeting agendas, take minutes, and transcribe notes for various gatherings.
  • Gather, compile, and convert data into reports, charts, and tables.
  • Research and address inquiries, complaints, and requests for information from the public and government officials.
  • Assist the CEO with event scheduling, correspondence preparation, meeting minute-taking, transcription, and general filing, utilizing knowledge of office and administrative procedures.
  • Analyze and evaluate sensitive and complex issues related to federal and state laws, regulations, and policies.
  • Oversee special projects and studies that do not fit into standard job descriptions.

Recorder and Support for Housing Connect Board Meetings

  • Coordinate the preparation of resolutions, committee reports, and other necessary documentation.
  • Record meetings, transcribe minutes, and maintain records in compliance with agency procedures and legal requirements.
  • Prepare and post notices for regular and special meetings in accordance with state laws.
  • Compile and distribute meeting packets.
  • Reserve meeting venues and manage logistics for all meetings.
  • Organize catering for meetings and events.
  • Ensure compliance with Utah Open Meetings laws.
  • Maintain and update Board by-laws and monitor compliance.

Additional Duties

  • Establish and maintain both manual and electronic filing systems.
  • Manage agency and Board contact lists, monitoring Board members' terms of service.
  • Coordinate agency events.
  • Update and maintain departmental forms.

Minimum Qualifications:

  • Associate Degree in Public or Business Administration, or a related field is preferred.
  • Three years of clerical and project management experience.
  • Adaptable and cooperative in response to job demands.
  • Ability to meet deadlines consistently.
  • Strong verbal and written communication skills in English.
  • Reliable and punctual.
  • Typing speed of 60 words per minute.
  • Valid Driver's License.
  • Ability to serve as a certified and bondable Notary Public.
  • Professional demeanor, with a pleasant and patient attitude.
  • Ability to perform tasks independently with minimal supervision.
  • Capability to lift and carry items weighing up to 20 pounds.

Knowledge Requirements:

  • Familiarity with basic office equipment.
  • Understanding of general office procedures.
  • Telephone etiquette.
  • Proficiency in computer applications.
  • Knowledge of Microsoft Office Suite.
  • Experience with Google Applications, including Gmail and Calendar.
  • Effective communication techniques.
  • Understanding of social media platforms.
  • Word processing skills.
  • Desktop publishing knowledge.

Required Abilities:

  • Logical and systematic thinking.
  • Ability to work independently.
  • Clear and concise expression in both oral and written communication.
  • Capability to perform well under pressure.
  • Ability to collaborate effectively with all levels of management and staff, as well as external clients and vendors.