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    Executive Assistant - Chicago, United States - Chicago Housing Authority

    Chicago Housing Authority
    Chicago Housing Authority Chicago, United States

    2 weeks ago

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    Description
    Job Description

    Under limited supervision, performs a full range of administrative and operations support of considerable difficulty and involving some independent judgment. Responsibilities performed are of a highly responsible and confidential nature to provide continuity, efficiency, and clear communication in all office operations and activities. Position provides administrative to the Chief Administrative and Resident Services Officer and Deputy Chief in Resident Services, as well as operations support for the Resident Services Operations team. May suggest improvements to enhance the efficiency and effectiveness of the operations.

    DUTIES AND RESPONSIBILITIES

    Administrative Support
    • Communicates, on behalf of the Chief instructions to various individuals and departments and furnishes or obtains appropriate information.
    • Receives and screens telephone calls, letters, and visitors; coordinates building access for visitors.
    • Answers routine questions and furnishes information.
    • Acts as a liaison between external contacts and Chief and Deputy Chief.
    • Schedules meetings and appointments to keep track of availability and time commitments on a daily/weekly basis.
    • Plans, maintains, and communicates with Chief and Deputy Chief regarding meeting details and adjustments to the schedule.
    • Sorts and distributes mail to ensure delivery to appropriate personnel within the office or other Departments when indicated.
    • Maintains electronic and paper records to store accurate documentation
    • Organizes and expedites the flow of work through the Chief's office.
    • Reviews documents and initiates follow-up action to ensure appropriate information, approval or signatures are obtained within their specified time frame.
    • Coordinates approved out of town travel arrangements.
    • Services as office coordinator for Resident Services and recommends more efficient office processes and ensures processes are followed.
    • Performs a variety of administrative functions to support the Chief to ensure that the goals and objectives for the departments are accomplished.
    • Acts as liaison to internal departments, residents, and external guests in an outgoing, welcoming, and uplifting manner.
    • Prepares meeting materials as required by Chief.
    • Supports the Board of Commissioners office as requested.
    Operations Support
    • Provides assistance on matters relating to the day-to-day responsibilities of the Resident Services Operations team.
    • Assist with website content updates.
    • Prepares reports and presentations using Microsoft Office suite (Word, Outlook, PowerPoint, Excel) gathering and summarizing data using appropriate technology.
    • Provides technical assistance to firms seeking to become an authorized CHA vendor.
    • Receives and reviews Purchase Requests from Resident Services staff.
    • Assists with purchasing of supplies and equipment for Resident Services' departments.
    • Prepares purchase requisition requests and monitors purchase order balances and recommends budget revisions.
    • Secures and processes invoices for payment; tracks invoice payments in shared electronic platform.
    • Prepares and submits documents for Board of Commissioners meetings and requests. Ability to prioritized and multi-task in a faced -paced environment.
    • This position occasionally requires working outside of CHA's established hours of 8:00 AM-5:00 PM Monday-Friday.
    • This is an in-office position with the opportunity to occasionally engage in remote work.
    QUALIFICATIONS

    This position requires college level coursework in Business Administration or related field and a minimum of four years' progressive administrative support experience of an advanced nature. This position requires a thorough knowledge of general office practices, procedures and a command of business English, including proof-reading skills. Note taking skills, strong analytical, problem-solving, attention to detail, and organizational skills required along with effective verbal, written and customer service skills. Technical proficiency in Microsoft Office, and other office systems is required. The candidate must be polished, professional, and able to deal effectively with the public and government officials and possess the ability to work effectively to complement the management style of the Chief. This position required a commitment to CHA's mission and guiding principles, including a "people first" mindset and cultural humility and responds to change in a professional manner.

    Salary Range: $65, ,000

    Grade: S7

    FLSA: Exempt

    Union: None
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