Position Summary:
The Executive Administrative Assistant – HR & Executive Department Support provides high-level administrative and human resources support to the Chief Administrative Officer (CAO) and plays a key role in ensuring the smooth operation of all administrative functions within the Executive Department. This position serves as a central point of coordination for internal communication, documentation, and HR-related processes while upholding professionalism and confidentiality at all times.
Essential Duties and Responsibilities:Executive Administrative Support
- Provide direct support to the CAO and Executive Department, including managing calendars, scheduling internal and external meetings, drafting correspondence, and preparing reports or presentations.
- Coordinate board materials, leadership meetings, and agency-wide communications as directed by the CAO.
- Organize and maintain executive files, meeting notes, and documentation related to agency initiatives.
Human Resources Support
- Coordinate recruitment activities, including posting job openings, screening resumes, scheduling interviews, and tracking candidate status.
- Assist with onboarding tasks such as orientation scheduling, background checks, drug screenings, and employment documentation.
- Maintain up-to-date personnel files and ensure compliance with all federal, state, and agency HR recordkeeping requirements.
- Track and follow up on performance evaluations, probationary periods, training deadlines, and certifications.
- Support employee communication related to policies, benefits, and HR announcements.
- Prepare and manage HR-related reports for the CAO and Executive team.
Administrative Coordination
- Serve as a liaison between the Executive Department and other departments to ensure timely follow-through on agency initiatives and administrative deadlines.
- Coordinate internal workflows for administrative tasks such as contract tracking, executive calendars, agency filing systems, and project updates.
- Provide logistical support for agency events, trainings, and staff engagement efforts led by the Executive Department.
- Assist in maintaining and updating agency policies, job descriptions, and standard operating procedures.
Qualifications:
- Bachelor’s degree in Business Administration, Human Resources, or related field.
- Minimum of 3–5 years of administrative experience, with at least 1–2 years supporting HR or executive-level leadership.
- Familiarity with public sector, housing authority, or nonprofit organizations preferred.
- Proficiency in Microsoft Office 365 and comfort using HR/payroll systems and document management tools.
Skills and Competencies:
- Strong organizational and time-management skills.
- Excellent written and verbal communication.
- Ability to maintain strict confidentiality and handle sensitive information appropriately.
- Proactive, detail-oriented, and able to manage multiple priorities.
- Professional, approachable, and collaborative demeanor.
Working Conditions:
- Full-time, Monday through Friday, 8:00 a.m. to 5:00 p.m.
Job Type: Full-time
Pay: $51,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
