Executive Assistant to Director

Executive Assistant to Director Job Announcement

Background:

Housing Development Alliance, Inc, is a well-established nonprofit housing provider serving southeast
Kentucky. HDA operates an affordable homeownership program, a home repair program, develops and manages rental units and operates an on-the-job training program for people in recovery. In response to the July 22 floods, HDA is striving to double our production to meet the pre-existing affordable housing crisis as well as flood-related housing needs.

Position Summary:

This position will provide executive level assistance to HDA’s Executive Director to maximize the director’s productivity. While this will involve some administrative duties, the focus of this role is not administrative; it is a highly strategic and facilitative position that requires a combination of focus and flexibility, as well as a willingness to play an active, behind-the-scenes role. The Executive Assistant is responsible for understanding and balancing the commitments of the Director through prioritization and project management, to be a representative of the Director, and to provide thoughtful perspective through observations, recommendations, and feedback to the CEO in their leadership to the organization. Additionally, responsibilities include a variety of administrative tasks, including managing multiple email accounts and calendars, scheduling appointments, and planning meetings. The Executive
Assistant will also facilitate HDA’s Board of Directors including scheduling and organizing Board and
Committee meetings, facilitating communications between Director and the Board, and maintaining corporate records. As a trusted part of the Executive Office, the role requires a highly resourceful individual with strong emotional intelligence, self-motivation, and strong analytical skills.

Responsibilities:

1. Set priority of work daily for the Director to include the entirety of the Director’s scope of work from email responses and long-term projects to yearly operational goals in order to ensure timely completion of all responsibilities and successfully meet the visions set by the Director.
This requires the ability to balance multiple tasks and deadlines on a daily to weekly basis as well as a strategic vision and project management for long-term goals.

2. Conduct research and pulls desired reports/information/documentation as requested by
Director.

3. Assist in planning and preparing meetings, provide hospitality for meetings as needed, and take detailed notes/minutes.

4. Provide administrative assistance to Director, which includes but is not limited to: sorting email and responding when appropriate; assisting with correspondence which will include drafting or editing letters, compiling requests for time, and working to determine priority of workflow; responding back to requests for time on behalf of the team; arranging travel; taking notes and creating task lists from meetings; produce printed copies of documents that are needed; preparing expense reports, filing, and tracking time.

5. Prepare for and facilitates critical meetings required by the Director; accountable to ensure that the meeting objectives are realistic, that preparation is appropriate, and ensures the Director is prepared for all upcoming meetings as either a leader or participant by collaborating to prepare talking points, gathering materials, and preparing agendas.

6. Act as a representative of the Director in meetings the Director is unable to attend by providing direction and feedback reflective of the Director’s perspective and by providing critical information from the meeting to the Director.

7. Facilitate the work of the Board of Directors and the Director’s interactions with the Board through scheduling, communication, staffing board committees, maintaining the board calendar, organizing board workflow and coordinating meetings.

8. Assist in the management of the corporation by facilitating meetings and discussions, setting agendas, and tracking and prioritizing group goals and projects.

9. Prepare Director for all speaking engagements through collaborating with the Director to develop messaging and content, speech writing, and presentations via video/PowerPoint, and drafting prep documents such as one-pagers.

10. Proactively identify issues that could impact the successful execution of the Director’s commitments.

11. Track and report progress on key performance metrics for the corporation.
12. Serve as main point of contact for documents that need to be signed by the Director.
13. Open, sort, and prioritize mail on behalf of Director.
14. Make travel arrangement for the Director.
15. Prepare monthly expense report and credit card statement for the Director.
16. Perform other functions as necessary, as needed, or requested by Director/CEO or the Executive

Office.

Requirements

Education and experience

• While the ideal candidate will have at least 2 years of relevant experience and a college degree,

HDA will consider any candidate who demonstrates the required skills.

Skills and competencies

• The Executive Assistant must be a self-starter and capable of working with minimal direct supervision.
• Passion and respect for Appalachia and the challenges of rural, persistent poverty communities and the families living in them.
• Strong verbal and written communication skills.
• Comfort with technology including Microsoft Office (especially Excel), apps, and cloud-based software.

Compensation

$16 to $18 per hour with excellent benefits and growth potential

How to apply:

All qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), national origin, citizenship, disability, military leave or veteran status, genetic information, or any other status protected by applicable federal, state, or local law.

Job Type: Full-time

Pay: $16.00 - $18.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 5x8

Ability to commute/relocate:

• Hazard, KY 41701: Reliably commute or planning to relocate before starting work (Required)

Work Location: One location

Salary : $16 - $18