Housing Executive Assistant

JOB TITLE: Housing Executive Assistant

DEPARTMENT: Housing

POSITION SUMMARY:

The Housing Executive Assistant provides high‑level administrative and operational support to the Executive Director of Housing and serves as the primary point of contact for internal and external communications. This position requires strong knowledge of federal and non‑federal housing programs, the ability to manage multiple projects simultaneously, and exceptional organizational skills. The Executive Assistant represents the Executive Director in a professional manner, handles highly confidential information, and ensures that all tasks, communications, and project timelines are managed efficiently. This role supports department operations by preparing presentations, gathering statistics, maintaining project tracking systems, and coordinating daily office functions in a fast‑paced environment.

JOB DUTIES:

• Serve as the primary administrative support to the Executive Director of Housing
• Represent the Executive Director professionally in communications, meetings, and interactions with Tribal members, staff, and external partners
• Maintain strict confidentiality regarding sensitive and personnel related information
• Organize, track, and manage multiple housing projects, ensuring timelines and deliverables are met
• Prepare PowerPoint presentations, reports, charts, and statistical summaries for meetings and leadership briefings
• Gather, analyze, and organize data related to housing programs, projects, and department performance
• Maintain calendars, schedule meetings, coordinate travel, and manage daily workflow for the Executive Director
• Assist with drafting policies, procedures, and internal documents as directed
• Maintain organized filing systems, both digital and physical, ensuring documents are accessible and audit ready
• Support communication between the Housing Department and Tribal departments, federal agencies, and community partners
• Assist with office management tasks, including supply ordering, equipment coordination, and general administrative support
• Help coordinate department events, trainings, and committee meetings
• Track project progress, deadlines, and action items, providing regular updates to the Executive Director
• Perform other duties as assigned to support the Housing Department’s operations

MINIMUM QUALIFICATIONS

• Education Requirements
• Bachelor’s degree in business administration, office management, or related field.
• An associate’s degree and three years of relevant experience may be accepted in lieu of formal education.
• Experience Requirements
• Five years of experience as an Executive Assistant, Administrative Assistant, or similar high level support role
• 5 years’ Experience supporting leadership in a fast paced office environment
• 5 years’ Experience preparing PowerPoint presentations, reports, and statistical summaries
• 5 years’ Experience organizing and tracking multiple projects with timelines and deliverables
• 3 years’ Experience working with Grants (federal and non federal) strongly preferred Housing Grants.
• Knowledge of project management

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

• Knowledge Requirements
  
  • Knowledge of federal and non federal housing programs, terminology, and processes
  • Understanding of project management principles and organizational systems
  • Strong knowledge of office administration, scheduling, and workflow coordination
  • Ability to maintain confidentiality and handle sensitive information appropriately
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
  • Ability to gather, analyze, and organize data and statistics

BENEFITS:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Vision insurance

POLICIES AND INSTRUCTIONS

The Tribe complies with the Tribal Preference policy outlined in the Tribal Employment Rights Ordinance (TERO), STC Title 14, Chapter 1, Subsection 14.01.120(A)(2) of the Swinomish Tribal Code.