Executive Staff Assistant

SUMMARY:

Under general supervision of the COO, this highly responsible position will provide a broad range of high-level administrative services, executive support, and special project coordination for Fort Worth Housing Solutions. This position will prepare correspondence and reports in written and electronic formats, will be responsible for general office management and a variety of administrative tasks, coordinates monthly staff meetings, and board of commissioners’ meetings. Candidates for this position will handle highly confidential information and must possess a work ethic founded in honesty, dignity, integrity, self-respect, and trust.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

The below statements are intended to describe the general nature and scope of work being performed by this position. This is not a complete listing of all responsibilities, duties and/or skills required. Other duties may be assigned.

• Oversees day-to-day administration of the Executive Office, including preparing correspondence, screening and returning calls, preparing meeting rooms and greeting guests, coordinating administrative calendar of events and calendars for the COO and other executive staff as needed, coordinating execution of documents for the President’s signature, reconciling credit card expenditures, and other administrative support.
• Coordinates all staff meetings including calendar planning, catering, meeting room set up, agenda development, notes and follow up communications regarding action items.
• Coordinates monthly meetings of the Board of Commissioners for FWHS and all FWHS affiliates, including scheduling meetings, gathering monthly reports from staff, preparing the board packet with agenda, resolutions and reports, posting public notices of board activity, recording and keeping notes of board actions, preparing minutes and retaining relevant records, and coordinating the execution and distribution of resolutions.
• Manages logistics related to training and travel for executives and commissioners, including booking transportation and hotels, coordinating per diem payments and reconciling credit card expenditures.
• Provides support for special events in collaboration with the human resources staff and Director of Executive Affairs, including staff celebrations, annual retreats, holiday events, and periodic bus tours for staff and external partners.
• Manages applicable memberships to industry organizations for executives and commissioners.
• Maintains contact lists of business partners, community partners, and city staff for communications and invitations.
• Provides administrative support for the Barbara Holston Education Fund, including meeting coordination, development of the agenda, recording notes, preparation of minutes, and assistance with scholarship process and awards.
• Performs other related duties as assigned.
  
  
  

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 accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION AND LICENSING:

• Bachelor’s degree in business, management, public administration, or related field (an equivalent combination of education and experience may be considered.)
• Must possess a valid Texas Driver’s License and have a clean driving record (fewer than 3 moving violations in the last 3-year period) and must maintain licensure and clean driving record for the duration of employment and be eligible for coverage under FWHS’s fleet insurance policy.
  
  
  

SKILLS AND EXPERIENCE:

• Minimum of three (3) years of experience in an administrative or project coordination/management role, with increasing responsibility.
• Previous experience in administration of board activities or previous public housing, municipal or county administration is strongly preferred.
• Must possess strong analytical and organizational skills, as well as excellent communication and interpersonal skills.
• Ability to prepare and present ideas in English, in a clear and concise manner, both orally and in writing.