Executive Admin

Houston

Job Description Job Description Salary: $25 Hourly

GENERAL SUMMARY

The primary purpose of this position is to be responsible for managing and

maintaining operational services for the Sr. Vice President of Administration. The

incumbent provides complex secretarial and administrative support, which requires

exercising independent judgment and initiative. A wide degree of creativity and

latitude is expected. Provides back-up support for select activities for the Company

Board of Commissioners as directed by the Sr. Vice President of Administration. Will

handle highly confidential information; must possess a work ethic founded in

honesty, dignity, integrity, self-respect and trust. Reports to the Sr. Vice President of

Administration.

PRINCIPAL DUTIES AND RESPONSIBILITIES

• Provides administrative support to the Sr. Vice President of Administration by answering

telephones and responding to complex inquiries as appropriate. Uses a variety of sources to

supply information. Greets visitors and screen persons who come to visit the executive suite

as needed.

• Oversees and directs the workflow to ensure the operations run smoothly, and

independently responds to inquiries, complaints, and concerns from callers and visitors using

polished communication skills.

• Researches and resolves problems with a take charge attitude.

• Helps to develop draft, edit, and proofread letters, memoranda, reports, presentations, draft

policies, procedures, forms, form letters, staff training workshops, methods, operating

systems and other special projects for review and approval by the Sr. Vice President of

Administration Coordinate, plan, prepare and organize activities such as meetings,

appointments, conferences, conference calls, travel, and agency activities

• Assists with preparing records, such as resolutions for meetings with the Board of

Commissioners, executive team members, or other staff members.

• Attends meetings and records information, transcribes meeting minutes, prepares agenda,

and arranges meeting rooms, audio-visual equipment, and other needed materials.

• Ensures meeting rooms are presentable and manages calendar to ensure scheduling is

appropriate (i.e., departmental, executive conference room, board room).

• Coordinates travel arrangements (registration, transportation, hotel reservation) for Sr. Vice

President of Administration, and other Executives; complete and process reimbursement

receipts for the executive office.

• Opens, stamps, sorts, and routes daily mail. Faxes and files incoming and outgoing

correspondences as assigned.

• Answers phones on assigned rollover lines.

• Develops and manages a departmental filing system (including the purging of files).

• When office relocations are needed, works with office personnel and the Company’s

building and security services to expedite moves of furniture, telephones and computer

equipment.

• Coordinates and submits the departments time keeping records for processing by the

Finance Department.

• Maintains responsibility for the departments and procurement of supplies and services,

including the following related tasks:

o Submits departmental supply orders for approval and maintains records of all purchases.

o Maintains an adequate inventory of office supplies for the department.

o Contacts service representatives for department equipment.

•Performs other related duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES

• Knowledge of general office procedures and practices, business English, and arithmetic.

• Knowledge or ability to learn HUD and Company policies, procedures and practices.

• Skill with Microsoft Office products (Word, Excel, Outlook, PowerPoint) or compatible

programs.

• Skill in high level interpersonal skills to handle sensitive and confidential information and

situations.

• Skill in operating computer equipment and general office machines such as personal

computer, copier, projection equipment, audio/video and adding machine.

• Ability to exercise independent judgment and discretion in handling sensitive and

confidential issues in a large, complex governmental agency.

• Possess a general understanding of budget and purchasing processes.

• Ability to work under pressure in a busy office with frequent interruptions, competing

priorities and short deadlines.

• Ability to type accurately, 30-40 w.p.m. minimum typing speed.

• Ability to communicate clearly and concisely, orally and in writing.

• Ability to communicate with persons of diverse backgrounds and ability to establish and

maintain effective and courteous working relationships with employees, vendors, other

business contacts, the Board of Commissioners, local & state elected officials, and executive

team members.

• Ability to coordinate several concurrent activities simultaneously.

• Ability to anticipate the department’s needs, based on experience, and prepares to fulfill

those needs in advance.

• Must possess ability to multi-task.

• Must possess a strong work ethic.

• Great attention to detail.

COMPLEXITY / SCOPE OF WORK

• Employee performs routine duties by following established company policies and

procedures and other guidelines such as HUD regulations. The guidelines cover most job related situations but may frequently require the employee to use independent judgment in

making decisions.

• Instructions to the employee may be general or specific in nature. Receives oral and written

directions from Sr. Vice President of Administration or other executive staff.

• Tasks may occasionally have to be coordinated, integrated, and/or prioritized. Methods of

accomplishing work are generally at his/her discretion.

• Successful accomplishment of duties by the employee enhances the company's ability to

meet its mission.

MINIMUM QUALIFICATIONS

• Associate’s degree required; Bachelor’s degree preferred.

• At least five (5) years of administrative office experience with an executive level or an

equivalent combination of education and experience.

• 40 wpm minimum typing speed preferred.

• Knowledge of Microsoft Office Computer skills - Word, Excel, PowerPoint, Teams, Outlook,

SharePoint etc. Use of standard office equipment such as typewriter, personal computer,

copier, fax machine, projection equipment, audio/video and adding machine.