Executive Assistant

Full time
Locationlacounty Calendar02/11/2019   Full time

 

 

 

 

Class Title:  Executive Assistant

Position Status:   Full Time

FLSA Status:  Exempt

Effective Date:  February 2018

 

 

 

General Nature & Scope of Work

Under the general supervision of the Chief Operating Officer of LINC Housing Corporation, the Executive Assistant/Assistant Project Manager provides administrative support, coordination, and management of projects as assigned. Compose correspondence, screen and direct calls, make travel arrangements and prepare expense reports. Schedule internal/external meetings for the Chief Operating Officer, and assist in prioritization. Maintains appropriate confidentiality and discretion in the disclosure of information. Performs a range of duties in support of the development and construction management process. Serves as a contact person for all entities involved in the development and construction of projects.

 

 

Illustrative Examples of Work/Essential Functions

  • Manage calendar of the Chief Operating Officer
  • Ensure meetings and appointments begin and end on time
  • Provide maps and details for getting to all appointments
  • Draft correspondence and other communications for Chief Operating Officer
  • Sort mail and reading material for Chief Operating Officer
  • Prioritize signing of documents and checks
  • Be the Gatekeeper for Chief Operating Officer
  • Organize files (email and paper)
  • Keep Chief Operating Officer supplied with communication material (Annual Reports, Newsletters etc.)
  • Keep/obtain receipts, complete reimbursement forms
  • Make arrangements for guests/meetings
  • Handle initial inquiries directed to the Chief Operating Officer, including inquiries regarding speaking engagements
  • Handle correspondence of a general nature from Project Review Committee Members, employees, and outside people such as potential partners, complaints etc.
  • Collect items for internal Management Meeting agendas, coordinate resolutions as needed for on-going business with department heads.
  • Formulate agendas for approval and coordinate distribution of all meeting materials, timely and proper preparation and delivery of agenda and presentation materials for Project Review Committee meetings.
  • Control and coordinate documents and work flow within Housing Development department; monitors staff adherence to process and procedures as established by COO
  • Coordinates preparation of plans and documents by outside engineers, architects, and consultants
  • Provide general administrative support for the Housing Development department
  • Prepare predevelopment draw summaries: assemble department packages for management review
  • Serve as a contact person for project on development related issues for all entities involved with the construction project, including public and private lenders, City Planning, Building & Safety, Coastal Commission and others such as community groups

 

 

  • Assist in preparation of applications. Assist in coordination of required materials for applications for project financing and department approvals, coordinates preparation of plans and documents by outside engineers, architects and consultants
  • Support negotiations with public agencies and community groups, assist with coordinating selection of consultant team members
  • Assist in coordinating project consultants, including providing materials for architects, monitoring all phases of design and construction drawings
  • Provide general administrative support for Housing Development Department
  • May perform research on entitlement work and data collection; may support public presentations

Knowledge, Skills & Abilities

 

  • Foresight to anticipate next steps; initiative to take the lead to keep projects moving
  • Excellent writing and grammar skills along with strong verbal skills
  • Strong demonstrated diplomatic acumen
  • Minimum of five years experience in an administrative role, preferably Executive Assistant level
  • Good analytical skills for problem solving
  • Demonstrated ability to work in a team environment
  • Possess great attention to detail and follow through
  • Superior organizational skills
  • Demonstrated ability to prioritize tasks and information quickly and efficiently, as well as being able to multi-task
  • Exhibits excellent dependability and ability to maintain confidentiality
  • Accounting, budgeting, supplies, equipment, inventory control and cost control procedures
  • Program planning and implementation
  • Very strong computer skills, such as Microsoft, Word, Excel and PowerPoint

Education & Experience

 

  • BS/BA Degree or equivalent education and experience
  • Five+ years ideally working at the executive level administrative support role
  • Ideal candidate will have experience working in real estate or affordable housing.

Physical Demands/Working Conditions

 

  • Work is performed primarily in an office environment under pressure and requires the ability to quickly adjust to changing priorities and demands
  • While performing the duties of the job, the employee is frequently required to sit and use the keyboard
  • Travel by various modes of private and commercial transportation within the region may be required
  • Lift up to 10 pounds

The statements contained in this class specification reflect general details as necessary to describe the principle functions of this class, the level of knowledge and skill typically required, and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements.  Individuals may perform other duties as assigned including work in other functional areas to cover absences or relief, to equalize peak work periods or otherwise to balance the work load.

 

Salary:

Salary competitive and commensurate with experience - excellent benefits

Open Until Filled

Selection Process:Please submit resume and cover letter to: jobs@linchousing.org