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Executive Administrative Assistant IV
Ref No.: 19-08061
Location: Annapolis, Maryland
Position Description Longer term assignment potential of going longer. The primary purpose of this position is to provide a broad range of administrative support functions contributing to the overall effectiveness of the executive office staff. Duties include providing administrative and secretarial support for HACA Board meetings and executive office staff and develops a variety of technical reports. Essential Duties and Responsibilities The position duties and responsibilities listed below describe the general nature and scope of work. Other responsibilities, duties, and skills may be required and assigned, as needed. -Oversees the day-to-day office management activities of the executive office. -Coordinates communication with the Board of Commissioners, the Department of Housing and Urban Development, the Mayor's office, and Congressional staff members, HACA staff, customers of HACA, and the general public. -Provides administrative support to the executive staff, including preparatory work for board meetings, transcribing and preparing board minutes, HACA resolutions, reports, etc. -Processes all materials necessary for meetings; and distributes minutes of meetings. -Processes and appropriately routes all mail received by the Agency. -Coordinates the distribution of information coming in and out of the executive office. -Prepares correspondence of a general, specialized, and confidential nature. -Performs various clerical jobs, such as filing, telephone screening, greeting, etc. -Receives calls and responds to inquiries from staff, commissioners, residents, customers, etc. -Manages calendar of Executive Director. -Performs other related duties as assigned.
Skills Required -Knowledge of HUD, federal, state, and local laws and regulations, as well as HACA policies and procedures related to the position. -Knowledge of business English, spelling, punctuation, and grammar. -Knowledge of report preparation techniques and procedures and a demonstrated ability to prepare professional and technical reports, board resolutions, and other documents. -Ability to accurately and rapidly compose effective correspondence, meeting minutes, and other documents. -Ability to understand, act on, and interpret policies, regulations, and procedures as set forth by the HACA and/or HUD. -Ability to assist in planning, promoting and evaluating HACA's goals, objectives, agency plans, etc. as they relate to the executive office. -Skills in effectively communicating with all levels of employees and explain organizational policies, procedures, and initiatives. -Skills in establishing and maintaining effective working relationships with co-workers, vendors, consultants, contractors, residents, HUD, and local, state, and federal officials; ability to communicate with people from a broad range of socio-economic backgrounds. To perform this job successfully, the employee should have strong computer skills (e.g. MS Word, Excel, PowerPoint, and Outlook). Must have the ability to learn other computer software programs as required by assigned tasks.
Skills Preferred
Experience Required A minimum of three (3) years of experience as an Executive Assistant. Knowledge of HUD, federal, state, and local laws and regulations, as well as HACA policies and procedures related to the position. An equivalent combination of education and experience may be considered.
Experience Preferred
Education Required Bachelor's degree in management, psychology, or related field
Education Preferred
Additional Information Must be able to interview and start as soon as possible