What are the responsibilities and job description for the Senior Executive Assistant position at Gainesville Housing Authority?
SUPERVISION:
Direct supervision of the CEO
SUPERVISION:
None
POSITION CLASSIFICATION:
Non-Exempt.
POSITION SUMMARY:
Serves as a key partner in a high-level, one-on-one working relationship with the CEO, performing complex administrative, operational, and human resource tasks with independent judgment and discretion. This position provides strategic and administrative support while serving as a critical liaison to the Board of Directors, C-Suite, internal and external stakeholders.
This role demands strong interpersonal skills, excellent time management, sound judgment, and the ability to handle sensitive matters with confidentiality and professionalism. The Executive Assistant plays a vital role in shaping and supporting the organizational culture, communication, and operational efficiency.
The Senior Executive Assistant office is currently located at the main office location of 1900 SE 4th Street. With a general work schedule of Monday-Friday 8:00 am to 5:00 pm. However, the schedule will adjust to the needs of the CEO.
POSITION RESPONSIBILITIES:
Manage a highly active calendar of appointments, meetings, and travel for the CEO.
Compose and prepare confidential correspondence, reports, and presentations.
Coordinate complex travel arrangements, itineraries, and meeting materials.
Serve as a primary point of contact and representative for the CEO, both internally and externally.
Attend staff, board, and stakeholder meetings, transcribe minutes, and ensure appropriate follow-up.
Lead or Co-Lead All Staff Meetings: creation of agenda and provide supporting information/documentation for agenda items
Act as a “gatekeeper” to the CEO, facilitating smooth communication across departments.
Works closely and effectively with the CEO to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO updated.
rack organizational priorities and keep the CEO informed of key activities and responsibilities.
Lead and execute special projects from conception to completion, with the potential for organization-wide impact.
Draft and edit written communications, acknowledgments, and reports on behalf of the CEO.
Maintain records management systems and ensure accuracy in documentation.
Manage the administrative process of supply purchases and the employee incentive program.
Provide administrative support for the Board of Directors, including logistics for meetings, agendas, materials preparation, and compliance with bylaws.
Assist board members and senior staff with travel arrangements and accommodation.
Serve as a liaison to senior leadership, assisting with team coordination, meeting agendas, and off-site retreats.
Support the CEO in various HR functions, including recruitment, training coordination, performance documentation, onboarding and HR compliance.
Assist with the preparation of position descriptions, payroll data entry, and benefits administration.
Help foster a safe, inclusive, and equitable workplace by supporting diversity, workplace safety, and employee wellness initiatives. Also, dealing with drug-free workplace, preventing violence in the workplace.
Assist with data entry relating to payroll, benefits, and compensations.
Submit hours for Temp Workers daily.
Review invoices that is received from Finance Department for accuracy of payment. This task is completed whenever invoices are provided.
Manage the CEO’s bio and organization-wide information requests.
Draft and edit external communications and donor acknowledgments.
Work with the Strategic Initiatives team on CEO outreach and relationship cultivation efforts.
KNOWLEDGE, SKILLS AND ABILITIES:
Ø Exceptional verbal, written, and interpersonal communication skills.
Ø High level of discretion and confidentiality.
Ø Proven ability to manage multiple priorities and deadlines in a fast-paced environment.
Ø Competence in problem-solving, decision-making, and initiative.
Ø Organizational savvy and understanding of governance and culture in a PHA setting.
Ø Proficiency in Microsoft Office Suite, Adobe, and internet research tools.
Ø Ability to work independently and as a collaborative team member.
Ø Ability to work independently and in a collaborative team environment and collaborate with a variety of stakeholders.
Ø Detail-oriented with strong problem-solving skills and the ability to manage complex tasks.
Ø Ability to effectively present information, both verbally and in writing, to diverse audiences.
Ø Building positive relationships with trainers, participants, and stakeholders.
Ø Experience in training coordination, program management, or a related role.
Ø Ability to research and evaluate training programs.
Ø Knowledge of operation of office machines – Microsoft Office Teams, copier and postage meter, Outlook, Zoom, Paychex, Adobe and HR Web.
Ø Ability to type 55 WPM.
Ø Ability to demonstrate and maintain harmonious and effective relationships with residents, co- workers and the public.
Ø Proficiency in the operation of a personal computer, including word processing, spreadsheet, database and presentation applications as well as ability to search the Internet.
Ø Strong organizational skills and attention to detail.
Ø Ability to operate media equipment such as projectors and personal computers.
REQUIRED EDUCATION AND EXPERIENCE:
Ø Bachelor’s degree in Urban Planning, Real Estate Development, Business Administration, or related field.
Ø At least 2 years of experience in real estate development, project management, or related field. Experience in affordable housing development is preferred.
Ø Excellent organizational and project management skills.
Ø Strong interpersonal and communication abilities; comfortable working with diverse populations.
Ø Proficiency in Microsoft Office, and social media platforms.
Ø A valid Florida Driver’s license is required and must be maintained throughout the period
of employment.
PHYSICAL REQUIREMENTS:
Ø Ability to travel locally for project site visits and meetings.
Ø Occasional lifting of materials or equipment up to 20 pds.
COMPETENCIES:
• ETHICS – Treats people with respect; keeps commitments; inspires the trust of others, works with integrity and ethically; upholds organizational values.
• PROBLEM SOLVING – Works well in group problem solving situations; uses reason even when dealing with emotional topics.
• CUSTOMER SERVICE – Manages difficult or emotional customer situations; responds promptly to customer needs; solicits customer feedback to improve service; responds to request for service and assistance; meets commitments.
• INTERPERSONAL SKILLS – Focuses on solving conflict, not blame; maintains confidentiality; listens to others without interrupting; keeps emotions under control; remain open to others’ ideas and tries new things.
• ORAL COMMUNICATION – Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; responds well to questions, demonstrates group presentation skills; participates in meetings.
• WRITTEN COMMUNICATION – Writes clearly and informatively; edits work for spelling and grammar; varies writing style to meet needs; presents numerical data effectively; able to read and interpret written information.
• TEAMWORK – Gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interest; supports everyone’s efforts to succeed. Encourages collaboration and supports collective success.
• ORGANIZATIONAL SUPPORT – Follows policies and procedures; completes administrative tasks correctly and on time; supports organization’s goals and values; benefits organization through outside activities; supports affirmative action and respects diversity.
• JUDGEMENT – Displays willingness to make decisions; exhibits sound and accurate judgment; supports and explains reasoning for decisions; includes appropriate people in decision-making process; makes timely decisions.
• PROFESSIONALISM – Approaches others in a tactful manner; reacts well under pressure; treats others with respect and consideration regardless of their status or position; accepts responsibility for own actions; follows through on commitments.
• ADAPTABILITY – Adapts to changes in the work environment; manages competing demands; changes approach or method to best fit the situation; able to deal with frequent change, delays, or unexpected events.
• ATTENDANCE/PUNCTUALITY – Is consistently at work and on time; ensures work responsibilities are covered when absent; arrives at meetings and appointments on time.
• DEPENDABILITY – Follows instructions, responds to management direction; takes responsibility for own actions; keeps commitments; commits to long hours of work when necessary to reach goals; completes tasks on time or notifies appropriate person with an alternate plan.
• INITIATIVE – Volunteers readily; undertakes self-development activities; seeks increased responsibilities; takes independent actions and calculated risks; looks for and takes advantage of opportunities; asks for and offer help when needed.
• CRITICAL THINKING – Analytical, proactive decision-making rooted in strategic awareness.
• EFFECTIVE COMMUNICATION – Listens actively, shares information clearly, and maintains professionalism under pressure.
• ADAPTABILITY/INNOVATION – Embraces change, generate new ideas, and maintains flexibility.
• ACCOUNTABILITY – Takes responsibility for outcomes and professional development.
This position in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employee(s) will be required to follow any other job- related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments.