Executive Assistant

DUTIES AND RESPONSIBILITIES:

· Assists in preparation of the Board of Commissioners meetings held monthly. This includes preparing the agenda, resolutions, minutes, certifications, and any other supporting documents. Attends the meetings, records the minutes and prepares appropriate correspondence. Sends board meeting information to Board members by email or mail.

· Liaison to the City of Hopewell via the City Clerk on administrative matters involving the city and the authority.

· Maintains the day-to-day operations of the office including, but not limited, coordinates office management activities for the Chief Executive Officer or his designee.

· Provides oversight to the Virginia Retirement System (VRS) navigator system, which includes updating roles and meeting compliance requirements of the system.

· Maintain the personnel screening and hiring system folders, which includes applications of all candidates, a screening criteria, the actual screening document, the interview documents, panel members and selection letter.

· Completes all Human Resources activities including but not limited to completion of orientation for new employees.

· Manages the agency insurance portfolio (life, health, workman's compensation, vehicle, property and general liability) including the renewal of all insurance coverages.

· Manages the personnel performance expectations and evaluation forms for all HRHA employees, according to adopted procedures. Upon completion of forms, the form is retained in the personnel file of each employee.

· Coordinates the workers compensation claims and form completion through the VML Insurance program.

· Prepares and maintains the required documents for Maintenance Wage Survey through the U.S. Department of HUD.

· Reads and screen incoming mail by logging the mail into the computer system. Makes preliminary assessment of the important material and organizes documents; handles some matters personally and forwards materials to the appropriate staff.

· Receives and screens incoming calls and visitors, determines which is priority matters and alerts the Chief Executive Officer accordingly. Makes referrals to appropriate staff and provides requested information.

· Assist with general office duties and projects for example, ordering catering for meetings, replenishing office supplies, coordinates with maintenance and organizes corporate events/meetings.

· Assists with the establishments, revisions and maintenance of office procedures and policies.

· Acts as liaison between the Chief Executive Officer, subordinates and others by transmitting directives, instructions and assignments and following up on the status of assignments.

· Reviews, proofreads and edits documents prepared for the Executive staff.

· Completes the process for the Resident Compliant Center as the coordinator. Receives complaints from individuals and inform appropriate staff. Once complaint has been satisfied, a close out letter is sent to the complainant. This improves the customer service skills of the staff.

· Responds to inquiries from commissioners, officials and others in the absence of the Chief Executive Officer.

· Maintains Chief Executive Officer's appointment schedule by planning and scheduling meetings, conferences, teleconferences and travel.

· Compiles, researches and prepares periodic reports and special projects for the Chief Executive Officer and the Authority. Performs all secretarial functions for the Chief Executive Officer.

· Assists in advertising and recruitment for vacant positions and contract bidding documentation.

· Flexible, willing to take on more responsibilities as needed, and devotes time necessary to complete deadlines.

· Ensures equipment is operational, troubleshoots malfunctions calls in repairs for the copiers.

· Maintain and distribute office keys to appropriate staff.

· Maintains the activation list for the alarm system at the main office to include adding/deleting employees from the system.

· Participates in and/or coordinates committees.

· Regularly attends Civic functions supporting the Authority and assisting the Chief Executive Officer.

· Assist in other departments as needed, for example, assist in completion of mass mailings, backup to the Administrative Assistant, etc.

· Performs other duties as required.

SUPERVISORY RESPONSIBILITIES:

· This job has no supervisory responsibility.

QUALIFICATIONS:

· Associate's Degree (AA) or equivalent from a two-year college or technical school, or six months to one year related experience and/or training, or equivalent combination of education and experience.

· Computer skills required: Microsoft Office Suite; Internal Systems Software, and ADP Payroll System.

· Other skills required:

o Any combination of education and experience that provides a body of knowledge of processes or operation of advanced secretarial work that are normally acquired through considerable special training in secretarial science in a community college, or equivalent and secretarial experience.

o Thorough knowledge of office practices, procedures, equipment, techniques, some bookkeeping and office management.

o Knowledge of modern public housing functions, organization and policies.

o Skills required operating standard office equipment, including word processors and printers, which usually require some previous training or experience.

o Ability to work independently and accurately and to follow oral and written instructions.

o Ability to prepare complete reports, memos and correspondence from drafts or dictation.

o Ability to use correct English and spelling in oral and written communications and to make correct arithmetic calculations.

o Ability to work under conditions of occasional pressure and occasional long hours.

o Ability to prepare and record minutes of meetings.

o Ability to deal effectively and pleasantly with the public, visitors, other agencies and other employees.

· Valid Virginia Driver's License, criminal background, and drug screening check required.

COMPETENCIES:

· Communication: Expresses verbal and written ideas and thoughts clearly and effectively; good listening and comprehension skills; keeps other adequately informed; uses appropriate communication methods; adjusts approach or method to best fit the situation; exhibits objectivity and openness to other' views; manages competing demands; accepts criticism and feedback.

· Accountability: Arrives as scheduled, prepared to work; takes responsibility for own actions; commits to doing the best job possible; keeps commitments; removes threats to our customers, colleagues, and properties; reacts to problems by solving them; recognizes responsibility for the success of others as well as the organization's success.

· Teamwork: Behavior, communications, and actions reflect positively on business unit and HRHA; provides support, information, and other resources to internal and external customers of the Authority to further HRHA initiatives, goals and objectives; actively contributes to teamwork; balances team and individual responsibilities.

· Initiative: Seeks solutions to problems both within and beyond area of direct responsibility; looks for and takes advantage of opportunities; seeks opportunities to increase job skills, proficiency, and knowledge.

· Creativity: Develops and presents solutions to improve business processes; adapts efficiently and effectively to changes in the work environment. Creates opportunities or benefits for the work unit or authority.

· Customer Service: Displays courtesy and sensitivity towards others; manages difficult or emotional customer situations; responds promptly to customer needs; works effectively with others; establishes and maintains positive working relationships; does the right thing the first time; displays dependability; follows up and follows through in every situation.

· Integrity: Follows applicable policies and rules in making decisions and taking actions; complies with regulations and laws; demonstrates honesty; observes the highest standards of ethical conduct in the performance of their jobs; avoids the appearance of wrongdoing; gives realistic and direct answers; if answer is unknown, works diligently to find the answer.

PHYSICAL DEMANDS:

• Frequently required to stand
• Frequently required to walk
• Occasionally required to sit
• Frequently required to utilize hand and finger dexterity
• Frequently required to bend, stoop, kneel or crawl
• Frequently utilize visual acuity to operate equipment, read
• technical information, and/or use a keyboard
• Occasionally required to lift/push/carry items up to 50 pounds.

If you are an enthusiastic individual looking to contribute to a dynamic team while enhancing your career as an Executive Assistant, we encourage you to apply

Job Type: Full-time

Pay: $49, $62,474.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person