Confidential Executive Assistant to the Executive Director

Confidential Executive Assistant to the Executive Director 321 East 11th Street, Wilmington, DE 19801 $65,000

• $70,000 a year
• Full-time $65,000
• $70,000 a year
• Full-time Company Overview Wilmington Housing Authority is the largest direct provider of affordable housing opportunities in Wilmington, DE.

We are dedicated to developing, providing, and managing safe, well-maintained housing for low-income families, primarily funded by the U.S. Department of Housing and Urban Development. Our mission is to deliver decent, safe, and affordable housing in a professional, efficient, and fiscally responsible manner.

WILMINGTON HOUSING AUTHORITY

Confidential Executive Assistant to the Executive Director

POSITION TITLE

: Confidential Executive Assistant to the Executive Director

DEPARTMENT

: Executive

RATE OF PAY

: $65,000.00

• $70,000.

00

SUMMARY:

This position provides Confidential assistance to the Executive Director in the analysis, development, planning, and implementation of all programs to improve and automate management operations. The incumbent will assist the Executive Director in the development of strong internal controls that include quality assurance, preparing statistical reports, type letters, memoranda internal/external communications, program and company administrative policies, operational procedures to promote a high-performance rating, as well as good employee relations and morale.

ESSENTIAL DUTIES AND RESPONSIBILITIES

include the following. Other duties may be assigned.

Administrative & Scheduling:

Manage complex, rapidly changing calendars, schedule meetings, and handle travel arrangements

Confidentiality & Discretion:

Handle sensitive, high-level information relating to personnel, strategy, or financial matters with extreme discretion.

Board & Executive Liaison:

Serve as the first point of contact for Executive Director, coordinating Board of Directors meetings, preparing agendas, and taking minutes.

Communication & Reporting:

Draft reports, memos, presentations, and correspondence on behalf of the

Executive Director Project Management:

Support special projects, track deliverables, and conduct research as assigned by the Executive Director Prepare complex and official letters, memoranda, forms, statistical reports, and specifications for renovation work. Maintains contracts and vendor files. Establishes and maintains filing systems and maintains various logs; Performs data entry for file maintenance using the Microsoft Office Suite. Performs special projects of a complex nature for Department staff such as designing special forms, maintaining a directory of all department employees, etc. Schedules meetings, appointments and reservations as needed. Delivers time sensitive documents. Attends meetings, which may be outside normal working hours; transcribes and records meeting notes. Assists in the preparation of reports and special projects for department staff. Maintains a safe work environment and exhibits safe work practices. Pursue personal development of skills and knowledge necessary for the effective performance of the role. Attend training to further develop relevant knowledge, techniques, and skills. Performs other related duties as required. Flexibility to work outside normal business work hours, as required. At the direction of the Executive Office, assists in preparing policy and procedures manuals for major programs, if they do not exist or enhancing current policies and procedures. Assists with the preparation and distribution of the WHA's Annual Report Performs other related duties as required. Flexibility to work outside normal work hours, as required.

MEASUREMENT

Timely and accurate payables processing and reporting at or above 98%. Timely and accurate technical letters, forms, and reports. Follow up on all inquiries within one business day. Timely and accurate filing and maintaining logs at or above 98%. Maintain 100% confidentiality of Development Office business matters.

TEAMWORK

Demonstrate and promote a spirit of cooperation and teamwork throughout the organization. Continually look for ways to improve our processes and ability to serve our internal customers and residents effectively. Improve personal performance on a continual basis.

CUSTOMER SERVICE

Provide responsive, professional, and diplomatic customer service. Answer customer calls and correspondence quickly and pleasantly. Communicate with internal customers and residents in a friendly, professional, and patient manner. Perform all duties with the goal of building and maintaining long-term relationships. Immediately address any internal customers and residents' concerns and request the involvement of other personnel as required. Notify manager of any major concerns and the action taken to resolve.

SAFETY:

Use and promote safe work practices in the office and in the field. Follow all company safety programs and report any non-compliance to your manager. Notify manager or safety personnel of any unsafe conditions.

SUPERVISORY RESPONSIBILITIES

No supervisory responsibilities

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. EDUCATION and/or

EXPERIENCE

Associate's degree in business or public administration or related field preferred.

Discretion:

Ability to handle sensitive data with high integrity

Communication:

Exceptional written and verbal communication skills

Technology:

Proficiencies in Microsoft Office Suite, Google Workspace, and scheduling tools

Proactivity :

Ability to anticipate needs and act independently

COMPUTER SKILLS

Expertise with 365 MS Office Suite

CERTIFICATES, LICENSES, REGISTRATIONS

None .

LANGUAGE SKILLS

Ability to read, analyze and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, board members, residents, internal and external customers, and the general public.

MATHEMATICAL SKILLS

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.

REASONING ABILITY

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Typical office environment.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Working 37.5 hours/week, scheduled in 7.5-hour shifts. Specific vision abilities required by this job include close vision, and ability to adjust focus. While performing the duties of this job, the employee is regularly required to use hands to operate computer keyboard and telephone. The employee frequently is required to sit. The employee is occasionally required to stand, walk, and reach with hands and arms. The employee is occasionally required to bend, carry, and kneel. The employee may occasionally lift and/or move up to 25 pounds.

OTHER REQUIREMENTS

Demonstrated knowledge of financial management and general supply operations. Extensive knowledge of public housing authority operations. Thorough knowledge of principles and practices of effective management. Extensive knowledge of general administrative practices to include preparation and execution of budgets, personnel, and financial management. Ability to perform analysis of operations, prepare reports and presentations. Ability to analyze policies and procedures and identify opportunities for improvement in operations and management. Ability to establish long

• and short-range goals and monitor progress to their completion. Ability to train others in the establishment of long
• and short-range goals.

Ability to work effectively with WHA employees and residents. Ability to read and interpret policy manuals. Ability to plan and implement verbal instructions. Ability to effectively express ideas orally and in writing. Ability to maintain effective working relationships with WHA personnel, government and private officials, residents, and the public. Professional appearance Mobility within the office Willing to travel locally as required Able to prove U.S. Employment eligibility Ability to pass drug screening Valid driver's license Flexibility to work overtime/weekends, as required

COMMITMENT LIMITATIONS

May not make a non-budgeted, emergency expenditure or commitment of WHA in excess of $250.00.

BUSINESS BEHAVIOR / ANTI-TRUST

Do not discuss with competition (including other housing authorities without manager's consent): WHA price, costs, profits, or terms of sale Person or companies with whom Wilmington Housing Authority will or will not do business Geographical areas of operations

CONFIDENTIALITY / CONDUCT

May not divulge any confidential personnel/corporate policy. Will not engage in gossip or other unprofessional conduct May not make changes in their Job Description, Standards of Performance or quarterly objectives without consultation with manager

Pay:

$65,000.00

• $70,000.

00 per year

Benefits:

401(k) matching Dental insurance Health insurance Life insurance Paid time off Vision insurance People with a criminal record are encouraged to apply

Work Location:

In person