Executive Assistant in Birmingham, Alabama at Housing Authority of the Birmingham District

Summary/Objective

The Executive Assistant to the President/CEO provides high-level diverse, complex, and comprehensive support to the President/CEO of the Housing Authority. This role is responsible for managing complex schedules, coordinating communications, supporting board and executive meetings, and serving as a liaison between the CEO’s office and internal and external stakeholders. The ideal candidate is highly organized, discreet, adaptable, and capable of handling a wide range of executive support/administrative functions in a fast-paced, public-facing environment.

All activities must support the HABD mission, strategic goals, and objectives.

Essential Functions

The position duties and responsibilities listed below describe the general nature and scope of work. Other responsibilities, duties, and skills may be required and assigned, as needed.

• Completes administrative tasks, along with special projects, for the President/CEO and other members of the Executive Leadership team at the request of the President/CEO.
• Communicates on behalf of assigned Executive Office staff with an array of stakeholders including, but not limited to Agency staff, clients, and vendors.
• Develops and maintains relationships with key stakeholders.
• Ensures smooth communication and collaboration within the organization.
• Serves as a thought leader in the implementation of new and changing administrative and organizational processes within the Executive Office and across the Agency.
• Supports the administrative team in maintaining office inventory/infrastructure and protocol standards within the Executive Office.
• For the President/CEO, manages the creation and editing of various communication materials, ensuring excellence, quality, and consistency.
• Attends relevant meetings, community functions, etc. with the President/CEO.
• Assist in the implementation of special projects assigned to further Agency impact.
• Assist in the collaboration of creation, review, and modernization of HABD practices and procedures within the executive office.
• Supports the planning and logistics of meetings pertaining to the Board of Commissioners including, but not limited to, regular and special session meetings, events, and travel.
• Reviews and resolves issues brought to the Executive Office staff, including sensitive and confidential items.
• Maintains the calendar and schedule of the President/CEO, managing meeting and event requests and preparing agendas and meeting materials.
• Tracks incoming and outgoing documents among different departments.
• Drafts, proofreads, and prepares high-quality correspondence (e.g., letters, memos, meeting minutes), reports, presentations, and executive summaries for the President/CEO.
• Tracks follow-up items and action steps from board and leadership meetings as needed.
• Acts as a primary point of contact between the CEO and city officials, staff, board members, community partners, and residents.
• Responds to inquiries with professionalism and ensure timely and accurate communication flow.
• Supports the CEO with special projects, research tasks, and presentations related to affordable housing, strategic planning, and community initiatives.
• Review incoming documents for accuracy prior to the President/CEO approval.
• Assists in organizing public events, community engagement sessions, or press briefings hosted by the CEO’s office.
• Assists with clerical, filing, and document processing outside of the President/CEO as needed.
• Plans, schedules, and staff various meetings and events with and for the President/CEO as needed.
• Arranges travel and itineraries, complete expense reporting, and other related tasks for the President/CEO.
• Maintains accurate time, attendance, and decorum in the workplace.
• Maintains agency and executive staff memberships with boards, committees, and associations.
• Coordinate office functions with other administrative personnel.
• Proactively anticipate needs and offer solutions to ensure the efficient operation of the executive office.
• Performs other job-related duties as assigned.

Knowledge, Skills, & Abilities

• Exceptional organizational and time management skills with a sharp attention to detail
• Strong writing, editing, and communication skills
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and office management systems
• High level of discretion in handling sensitive and confidential information
• Ability to work with diverse populations in a respectful and professional manner
• Ability to remain calm under pressure
• Ability to work steadily for long periods of time
• Ability to work with urgency
• Ability to maintain a safe working environment and adhere to health and safety regulations
• Customer service mindset; ability to communicate in a professional manner with residents and associates

Required Experience

Bachelor’s degree with a minimum of five (5) years of professional experience in an administrative or office management role. Executive-level administrative support is preferred.

An equivalent combination of education and experience may be considered.

Some positions may require possession of a valid driver’s license and the ability to be insurable under HABD’s automobile insurance plan at the standard rate.

Preferred Qualifications

• Knowledge of federal and local housing programs, including Section 8, LIHTC, or public housing
• Experience supporting a public-sector CEO or executive director
• Familiarity with board governance procedures and public meeting protocols
• Experience working with city departments, elected officials, or nonprofit housing organizations
• Bilingual skills, especially in Spanish or other languages spoken in the community

Technical Skills

To perform this job successfully, the employee should have strong computer skills (e.g., MS Word, Excel, PowerPoint, and Outlook). Must have the ability to learn other computer software programs as required by assigned tasks. Strong emotional intelligence and ability to foresee conflicts and coordinate multiple projects simultaneously. Highly proficient in collaborative work, adaptable to shifting goals and priorities. Must have strong writing, editing, and oral communication skills and work well in a fast-paced environment.

Physical Demands

The physical demands described here represent those that an employee must meet to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

To perform this job successfully, the employee is frequently required to remain in a stationary position. Daily movements include sitting; standing; reaching and grasping; operating computers and other office equipment; moving about the office; and attending onsite and offsite meetings. The employee must be able to exchange information in person, in writing, and via telephone. The employee must occasionally transport up to 25 pounds.

Work Environment

While performing the duties of this job, the employee regularly works in an office setting with frequent

public interaction.

Travel

Less than 5 percent.

Other Duties

Please note this job description is intended to describe the general nature and level of work performed by

employees assigned to this position. It is not designed to contain or be interpreted as a comprehensive list

of all duties, responsibilities, and qualifications. Additional job-related duties may be assigned. Housing

Authority Birmingham District reserves the right to amend and change responsibilities to meet business and

organizational needs as necessary with or without notice.