Assistant to the Deputy Executive Director

Job Summary: Assistant to the Deputy Executive Director reports directly to the Deputy Executive Director. Provides administrative and strategic support to the Deputy Executive Director. Responsibilities include managing complex administrative tasks, exercising independent judgment in prioritizing work assignments, and ensuring adherence to Agency policies and procedures. Coordinates, implements, and monitors special programs and projects; acts as the first point of contact for the Deputy Executive Director.

Responsibilities

• Manages an active calendar of appointments for the Deputy Executive Director, including scheduling meetings, coordinating logistics, preparing materials, and ensuring timely follow-up; reviews calendars proactively to avoid conflicts and communicates updates as appropriate.
• Communicates with internal and external customers on the Deputy Executive Director’s behalf with calls, visitors, and incoming mail and emails; assists and directs customers to appropriate locations and/or staff; responds to complaints and requests for information; interprets and applies regulations, policies, and procedures in response to inquiries from the public.
• Composes, edits, and proofreads a variety of complex documents, including reports, correspondence, and presentations, for the Deputy Executive Director; ensures accuracy, consistency, and compliance with Agency standards; and safeguards confidential or sensitive information.
• Coordinates and manages travel arrangements for the Deputy Executive Director, including transportation, lodging, and registrations; prepares and submits related travel reimbursement requests/expense reports in a timely manner. Ensures timely communication of travel information and follows through to ensure timely receipt of expense reports.
• Conducts research and compiles information from multiple sources on specialized topics related to assigned programs; organizes and analyzes data; and prepares reports, summaries, and other informational materials for executive review.
• Coordinates Agency-wide staff meetings and other general staff meetings or events as requested.
• Responds to Open Public Records Act requests in a timely and professional manner; coordinates with departments and legal counsel as needed; maintains request files and correspondence; and participates in training to ensure compliance and process improvements.
• Screens and prioritizes calls, visitors, and incoming mail and emails; assists and directs the public, tenants, property managers, property owners, and other agencies to appropriate locations and/or staff; responds to complaints and requests for information; interprets and applies regulations, policies, procedures, systems, rules, and precedents in response to inquiries and complaints from the public.
• Prepares agendas and briefing materials for leadership meetings; gathers departmental reports, records decisions and assigned responsibilities, and monitors completion of follow-up actions.
• Coordinates special projects and administrative initiatives assigned by the Deputy Executive Director, including developing timelines, organizing information, coordinating departmental contributions, and preparing progress updates.
• Maintains a centralized tracker of assignments, deadlines, and priorities established by the Deputy Executive Director; obtains updates from directors and staff, follows up on outstanding items, and alerts the Deputy to delays or matters requiring a decision.
• Performs other duties as assigned.

Qualifications

• Bachelor’s degree in a related field preferred
• Minimum 3 years of experience in providing executive-level support to senior management.
• Knowledge of public housing industry preferred
• Policy interpretation and implementation skills.
• Excellent written and verbal communication.
• Demonstrated discretion, sound judgment, strong organizational skills, and the ability to maintain confidentiality.

Proficiency with Microsoft Office and SharePoint