Executive Assistant - Chicago, United States - The Chicago Housing Authority

The Chicago Housing Authority

Verified Company

Chicago, United States

3 weeks ago

Posted by:

Mark Lane

beBee recruiter

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 to 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 followup 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 daytoday 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 multitask in a faced paced environment.
This position occasionally requires working outside of CHA's established hours of 8:00 AM5:00 PM Monday-Friday.
This is an inoffice position with the opportunity to occasionally engage in remote work.