Executive Assistant/Special Project

Job Summary
The Executive Assistant / Special Projects Coordinator provides high-level administrative and operational support to the CEO while playing a key role in advancing strategic initiatives, including the Broadway Affordable Housing Project. This position requires strict confidentiality, strong organizational skills, and the ability to manage multiple priorities in a fast-paced environment. The role is instrumental in coordinating documentation, processes, and cross-functional communication to ensure successful project execution and day-to-day operations.

Duties

Executive Support

• Provide direct administrative support to the CEO, including calendar management, meeting coordination, and correspondence
• Prepare reports, presentations, and sensitive documents with a high degree of accuracy and discretion
• Maintain strict confidentiality of all executive and organizational information
• Act as a liaison between the CEO and internal/external stakeholders
• Provide comprehensive executive administrative support, including calendar management, meeting coordination, and travel arrangements using tools like Microsoft Outlook Calendar and Google Workspace.
• Assist with special projects by coordinating tasks, tracking progress, and ensuring deadlines are met through effective project management practices.
• Manage office operations such as filing, data entry, bookkeeping using QuickBooks, and maintaining organized records to support administrative workflows.
• Facilitate office management duties such as front desk coverage, customer service interactions, filing systems, and office supply inventory control.

Special Projects (Broadway Affordable Housing Project)

• Support planning, coordination, and documentation for the Broadway Affordable Housing Project
• Track project timelines, deliverables, and compliance-related documentation
• Assist in developing and maintaining processes to ensure project efficiency and accountability
• Coordinate with internal teams, contractors, and external partners as needed

Payroll, Billing & HR Support

• Assist with payroll process and related documentation
• Support billing processes
• Coordinate new hire onboarding, including paperwork and orientation support
• Maintain employee records and assist with HR-related documentation

Communication & Coordination

• Answer and direct calls, emails, and inquiries professionally
• Coordinate meetings, agendas, and follow-ups
• Collaborate with internal departments to support organizational goals

Additional Duties

• Assist with ordering supplies and managing office needs
• Support tracking of budgets and expenditures
• Perform additional administrative and project-related duties as assigned

Requirements

Qualifications:

• Bachelor’s degree or equivalent experience preferred
• Minimum of 3 years of experience in executive support, administration, or project coordination
• Experience supporting senior leadership is highly desirable
• Strong organizational, multitasking, and time management skills
• Excellent written and verbal communication skills
• High level of discretion and ability to handle confidential information
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook); familiarity with project management tools is a plus
• Ability to work independently and exercise sound judgment
• Knowledge of bookkeeping software like QuickBooks and basic accounting principles is preferred.

Core Competencies:

• Attention to detail and accuracy
• Problem-solving and critical thinking
• Professionalism and confidentiality
• Adaptability and flexibility in a dynamic environment
• Strong interpersonal and collaboration skills

Position Impact:
This role is critical to the success of executive operations and key organizational initiatives, particularly the Broadway Affordable Housing Project. The Executive Assistant / Special Projects Coordinator will help drive efficiency, ensure compliance, and support the organization’s mission through effective coordination and administrative excellence.

Pay: $28.00 - $33.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off
• Tuition reimbursement
• Vision insurance

Work Location: In person

Salary : $28 - $33