Confidential Administrative Assistant to the Lead Abatement Director

JOB DESCRIPTION

JOB TITLE: Confidential Administrative Assistant to the Lead Abatement Director

FLSA STATUS: Non-Exempt

DEPARTMENT: Lead Abatement Program

REPORTS TO: Lead Abatement Director PREPARED DATE: 7/1/2026

SUMMARY: The Confidential Administrative Assistant provides high-level administrative and operational support to the Lead Abatement Director. This role supports the Director in managing program activities, coordinating with internal and external stakeholders, and maintaining organized systems for compliance, reporting, and communication. The position requires discretion, professionalism, and the ability to manage multiple priorities.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

• Manage calendars, schedule meetings, and coordinate appointments.
• Prepare correspondence, reports, presentations, and other documents.
• Maintain organized electronic and physical filing systems.
• Track deadlines for grants, reports, certifications, and program deliverables.
• Process invoices, reconcile credit card statements, and track payments.
• Serve as a primary point of contact for internal and external inquiries.
• Coordinate communication between the Lead Abatement Director and staff, vendors, and community partners.
• Draft meeting agendas, take minutes, and ensure follow-up on action items.
• Handle sensitive and confidential information with discretion.
• Coordinate logistics for training sessions, meetings, and events.
• Support workforce development initiatives and track participant certifications.
• Assist with grant documentation, audits, and compliance reviews.
• Develop and maintain tracking systems for deadlines and projects.
• And other duties as assigned.

MEASUREMENT:

• Timely and accurate administration of all Lead Abatement programs.
• Maintain 100% confidentiality of office business matters.
• Weekly & Monthly reporting on Lead Abatement placements, Contractors.
• Follow-up on all inquiries within one business day.

TEAMWORK:

• Demonstrate and promote a spirit of cooperation and teamwork throughout the organization.
• Continually look for ways to improve our processes and ability to serve our internal customers and residents effectively.
• Improve personal performance on a continual basis.

CUSTOMER SERVICE:

• Provide responsive, professional and diplomatic customer service.
• Answer calls and correspondence quickly and pleasantly.
• Communicate with internal customers and Lead Abatement participants in a friendly, professional, and patient manner.
• Perform all duties with the goal of building and maintaining long-term relationships.
• Immediately address any internal and participants concerns and request the involvement of other personnel as required. Notify Lead Abatement Director of any major concerns and the action taken to resolve.

SAFETY:

• Use and promote safe work practices in the office and in the field.
• Follow all company safety programs and report any non-compliance to your manager.
• Notify manager or safety personnel of any unsafe conditions.

SUPERVISORY RESPONSIBILITIES : Supervises individuals scanning & filing documents into electronic email system.

QUALIFICATIONS:

• Associate’s degree preferred, or equivalent experience.
• 2–3 years of administrative experience, preferably in a nonprofit or government setting.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and Teams.
• Strong written and verbal communication skills.
• Excellent organizational skills and attention to detail.
• Ability to handle confidential information with discretion.
• Ability to work independently and manage multiple priorities.

EDUCATION and/or EXPERIENCE:

• Associate’s degree in business or public administration or related field required.
• Five years' experience in a highly professional position in management and administration.
• Five years' experience in technical writing, in the development of strategic plans and in the analysis of organizations and the application of principles of management.

COMPUTER SKILLS:

• Expertise with 365 MS Office Suite

CERTIFICATES, LICENSES, REGISTRATIONS: None.

LANGUAGE SKILLS:

• Ability to read, analyze and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, board members, residents, internal and external customers and the general public.

MATHEMATICAL SKILLS:

• Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.

REASONING ABILITY:

• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

• Typical office environment.
• Some flexibility in hours may be required.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Working 37.5 hours/week, scheduled in 7.5 hour shifts.
• Specific vision abilities required by this job include close vision, and ability to adjust focus.
• While performing the duties of this job, the employee is regularly required to use hands to operate computer keyboard and telephone.
• The employee frequently is required to sit.
• The employee is occasionally required to stand, walk, and reach with hands and arms.
• The employee is occasionally required to bend, carry, and kneel.
• The employee may occasionally lift and/or move up to 25 pounds.

OTHER REQUIREMENTS:

• Ability to perform analysis of operations, prepare reports and presentations.
• Professional appearance and demeanor
• Able to prove U.S. Employment eligibility
• Ability to pass drug screening
• Flexibility to work overtime/weekends, as required

BUSINESS BEHAVIOR / ANTI-TRUST:

Do not discuss with competition (includes other housing authorities without manager’s consent):

• WHA price, costs, profits, or terms of sale
• Person or companies with whom Wilmington Housing Authority will or will not do business
• Geographical areas of operations

CONFIDENTIALITY / CONDUCT:

• May not divulge any confidential personnel/corporate policy.
• Will not engage in gossip or other unprofessional conduct
• May not make changes in their Job Description, Standards of Performance or quarterly objectives without consultation with manager

I agree to perform the above referenced duties while upholding our company values.

Employee Signature:

Date:

Pay: $28.50 per hour

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person

Salary : $29