Executive Assistant to the President & CEO in Hamilton, Ohio at Butler Metropolitan Housing Authority

OneCanopi (Butler Metropolitan Housing Authority)

Position Summary

The Executive Assistant to the President & Chief Executive Officer provides high-level administrative, operational, and project support to the President & CEO while serving as a trusted liaison between the executive office, Board of Commissioners, employees, residents, public officials, community partners, and other stakeholders. This position performs a broad range of complex administrative and confidential duties requiring sound judgment, discretion, initiative, and exceptional organizational skills.

The Executive Assistant serves as the primary coordinator for executive operations, ensuring priorities are effectively managed, communications are timely, projects remain on schedule, and the President & CEO is able to focus on strategic organizational leadership. The position routinely handles sensitive and confidential information and exercises independent judgment in resolving administrative matters.

Essential Duties and Responsibilities

The following duties are representative of the position and are not intended to be all-inclusive.

Executive Support

• Manage the President & CEO's calendar, appointments, meetings, travel, and daily priorities.
• Coordinate competing priorities while anticipating scheduling conflicts and recommending solutions.
• Screen communications, prioritize requests, and determine appropriate responses or routing.
• Prepare meeting agendas, briefing materials, reports, presentations, correspondence, and other executive communications.
• Maintain confidential files, records, and executive documents.
• Monitor deadlines, commitments, and follow-up items to ensure timely completion.

Project Coordination

• Coordinate executive-level projects and organizational initiatives involving multiple departments.
• Track project milestones and communicate status updates to the President & CEO.
• Assist in preparing reports, presentations, and materials for the Board of Commissioners and executive leadership.
• Conduct research and compile information needed to support executive decision-making.

Communication and Stakeholder Relations

• Serve as a liaison between the President & CEO and employees, Board members, elected officials, governmental agencies, residents, vendors, community partners, and the public.
• Represent the Office of the President & CEO with professionalism, diplomacy, and exceptional customer service.
• Coordinate meetings, conferences, community events, and executive engagements.
• Draft correspondence on behalf of the President & CEO using sound judgment and professional writing skills.

Administrative Operations

• Maintain executive records, filing systems, and confidential information.
• Coordinate travel arrangements, registrations, itineraries, and expense documentation.
• Assist with special projects, organizational initiatives, and strategic priorities as assigned.
• Recommend improvements to administrative processes that enhance efficiency and effectiveness.

Knowledge, Skills, and Abilities

• Thorough knowledge of modern office administration and executive support practices.
• Excellent organizational and time management skills.
• Ability to manage multiple priorities while maintaining exceptional attention to detail.
• Ability to anticipate issues and proactively develop solutions.
• Strong interpersonal and relationship-building skills.
• Excellent written, verbal, and presentation communication skills.
• Ability to exercise sound judgment and maintain strict confidentiality.
• Ability to interpret priorities and work independently with minimal supervision.
• Advanced proficiency in Microsoft Office 365, Outlook, Teams, Word, Excel, PowerPoint, SharePoint, and other business software.
• Ability to learn new software systems and technologies quickly.
• Ability to establish and maintain effective working relationships with individuals at all organizational levels.

Minimum Qualifications

• Associate's degree in Business Administration, Public Administration, Communications, or a related field.
• Five (5) years of progressively responsible executive administrative support experience, preferably supporting a chief executive, senior executive, elected official, or governing board.
• Equivalent combinations of education and experience may be considered.

Preferred Qualifications

Supervisory Responsibilities

This position does not have direct supervisory responsibilities but may coordinate projects involving employees across multiple departments.

Decision-Making and Independence

This position exercises considerable independent judgment in managing executive priorities, scheduling, communications, and administrative matters. The incumbent is expected to recognize sensitive issues, resolve routine matters independently, and elevate significant issues to the President & CEO when appropriate.

Working Conditions

Work is performed primarily in a professional office environment with frequent interruptions and changing priorities. Evening meetings, community events, and occasional travel may be required.

Physical Requirements

• Prolonged periods of sitting, computer use, and telephone communication.
• Frequent standing, walking, reaching, bending, and carrying files or materials weighing up to 20 pounds.
• Ability to travel to meetings and organizational events as needed.

This position description in no manner states or implies that these are the only duties and responsibilities to be performed by the position incumbent. My signature below signifies that I have reviewed and understand the contents of my position description.