Executive Assistant

The Executive Assistant will provide excellent administrative support to maximize efficiency and effectiveness of the CEO and COO in advancing HDC’s mission and strategic direction. They will assist and support organizational planning, stakeholder engagement, advocacy, board relations and governance, along with special projects and initiatives managed directly by the Executive Office. They will interface with both internal and external stakeholders, this includes staff, board members, community partners, and elected officials. 

• Assists with organizational planning and provides support to execute on goals, objectives and activities that advance HDC’s strategic plan and annual workplan. Coordinates with key staff to ensure follow-through on commitments and successful execution of tasks and activities on behalf of the Executive Office. 
• Keeps abreast of Executive Office priorities and short- and long-term commitments to proactively identify potential support needs and opportunities for efficiencies.
• Create and maintain contacts with local, state, and federal legislators across HDC’s footprint, and plan opportunities for the Executive Office to meet regularly with elected officials. Conducts research, drafts letters of support, issues sign-on letters, prepares testimony, and conducts follow up on calls to action.
• Provides support for and coordination of data and information requests for critical partners and funders. Provides direct administrative support to the CEO and COO. This includes, but is not limited to, timekeeping, managing calendars, processing invoices, coordinating schedules and travel, sending meeting invitations, arranging conference calls and video conference meetings, answering telephones, receiving, and screening communications, and reviewing documents for accuracy, format, and compliance with HDC policies and procedures.
• Provides a bridge for smooth communication between the Executive office and internal departments; demonstrating leadership to maintain confidentiality, credibility, trust with staff. Determines appropriate course of action, referral, or response on incoming issues and concerns to the CEO and COO.
• Collaborates with HDC’s Operational Leadership Team Executive Leadership Team as needed to move forward special projects and routine meetings. This includes creating agendas, taking meeting minutes, noting assigned tasks and deadlines. Conducts debriefs and communicates directly with staff on follow up and execution. 
• Prepares for Board of Directors meetings and committee meetings that includes meeting minutes, meeting agendas, and supporting material for dissemination to members.
• Manages board information, board resolutions and changes in by-laws. Responsible for taking minutes, tracking attendance and other forms of record-keeping to ensure quorum and effective Board Governance.
• Provides support to the Executive office in various levels of communication and correspondence to staff, Board of Directors and external stakeholders. 
• Provides supervision of Home Office Manager and oversight of Home Office operations.

• Position requires high school diploma or equivalent.
• Position prefers a bachelor’s degree and two years’ experience in project/program coordination or executive administration function. 
• Ability to think proactively and anticipate situations and solutions.
• Demonstrated experience and ability to organize complex projects and tasks.
• Superb attention to detail while managing multiple priorities in a deadline-driven environment.
• Exceptional communication skills, both written and oral; highly adaptable and flexible. 
• Strong computer skills with expert level proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook).
• High level of integrity and professionalism, able to handle confidential information.

Quality of Work: Demonstrates commitment to their area of work, capability, and efficiency in completing work, and dedication to providing the highest quality deliverables and services. Takes ownership of their work and understands its impact on residents, partners, and the organization. Strives for excellence and motivated to give their best.

Teamwork and Collaboration: Able to work with colleagues toward shared goals. Understands the value of collaboration and teamwork to the success of their role and willingly shares in responsibility and recognition when contributing to the capacity of the team. Works effectively and respectfully within and across teams and departments.

Communication: Demonstrates effective and proactive communication skills appropriate to their role; gives and seeks honest, respectful feedback; acts with integrity and empathy; mindful of managing and expressing one’s emotions respectfully in all situations. Understanding of diverse perspectives, viewpoints, and experiences.

Continuous Learning: Actively identifies new areas for self-learning; regularly creating and taking advantage of learning opportunities; using newly gained knowledge and skill on the job and learning through their application. Takes initiative in the professional development. Recognizes the importance of racial equity, diversity, and inclusion (REDI) and able to build knowledge and understanding of REDI concepts.

Results Oriented: Reliably delivers intended results, on time and within budget. Is solution-oriented and able to adapt in face of challenges; able to analyze and prioritize situations to solve problems; displays sound judgment and makes decisions in alignment with departmental and organizational goals.

•Work environment will be indoors and will require occasional travel and evening hours for board meetings.

•Requires moderate physical demands; lifting up to 25 pounds, continuous standing, bending, walking, and lifting.

Hybrid schedule: working in person Mondays, Wednesdays, and Thursdays, remote work on Tuesday and Fridays.