Executive Assistant & Special Projects Coordinator at Everett Housing Authority

Everett, Washington, United States -

Full Time

Start Date

Immediate

Expiry Date

23 Mar, 26

Salary

100030.0

Posted On

23 Dec, 25

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Microsoft Office 365 Suite, Administrative Support, Confidentiality, Communication, Travel Coordination, Meeting Management, Document Preparation, Relationship Building, Project Coordination, Social Media Management, Budgeting, Recordkeeping, Filing, Purchasing Practices, Labor Relations, Collective Bargaining

Industry

Government Administration

Description

Description Starting Salary Range: $74,096 - $100,030 annually, DOE, plus benefits This position will remain open until filled. Our Agency The Everett Housing Authority is a progressive agency pursuing its mission with great passion to create affordable housing and foster healthy communities where households thrive. EHA seeks passionate and optimistic individuals to join our team of highly engaged and satisfied employees committed to assisting those for whom stable and affordable housing is a challenge. Those interested can expect: A competitive salary 22 days of paid vacation annually 13 days of sick leave each year 13 paid holidays each year A strong benefit package including robust health, dental, vision and life insurance as well as a pension plan (PERS) Long Term Disability Insurance Employee Assistance Program Wellness Program Tuition reimbursement Work that makes a difference! POSITION SUMMARY: This dynamic dual role bridges the gap between strategic leadership and effective internal communication within the Everett Housing Authority. This role reports directly to the Executive Director and collaborates closely with the Senior Staff Team, providing high-level administrative support with a strong emphasis on maintaining confidentiality in sensitive labor relations and employment matters. Manage the Executive Director's day-to-day working activities with initiative and discretion, ensuring smooth operations and acting as a trusted liaison between the Director, senior staff, and external stakeholders. Foster a culture of transparency and collaboration through engaging communication initiatives, playing a pivotal role in EHA's success. ESSENTIAL DUTIES AND RESPONSIBILITIES: Prioritizes and schedules Executive Director’s internal and external meetings with staff, stakeholders, and governmental entities; maintains the Executive Director’s calendar, daily schedules, and community functions; prepares materials as needed for meetings; ensures that calendars contain information on the nature of the meetings, location, and attendees. Serves as travel coordinator for staff and Commissioners attending conferences and training; prepares travel authorization documents with cost estimates, books airline tickets and arranges hotel accommodations within budgetary confines and according to Authority travel policy. Serves as liaison between Executive Director and senior staff management team; supports and interacts with partner agencies, state, local and federal legislative offices on a routine basis to fulfill the agency’s mission and goals; establish and maintains cooperative and effective working relationships with partner agencies. Provides confidential administrative support to the Executive Director and senior management on highly sensitive internal communications and decision-making. This includes administrative support for labor relations and collective bargaining activities, such as preparing and maintaining confidential documentation, tracking timelines, and coordinating communications. Also supports processes related to workforce planning, hiring, reductions in force, salaries, benefits, and other compensation, and assists with documentation and communication in employee or union disputes. Maintains strict confidentiality of all sensitive labor relations and employment matters. Prepares or gives feedback on correspondence, reports, briefs, speeches, PowerPoint presentations and documents for Executive Director; assists other members of the executive team in routine office procedures and projects as needed. Receives, screens, and routes telephone calls; answers questions or refers to appropriate staff members or schedule appointments as appropriate; receives, sorts, reads, routes and responds to email and letters as directed; establishes and maintains effective filing systems for documents, contracts, reports and records; responsible for purchases for the executive department and associated processes. Updates news items, board agenda packets, personnel updates, and other webpages for the EHA website. Provides executive level administrative support for senior staff meetings, including gathering agenda points, recording meetings, taking notes, and dispersing action points from the meeting. Facilitates getting pertinent signatures via electronic or conventional means from the Executive Director and other stakeholders. Acts as the organization and gatekeeper for EHA affiliate documents (bylaws, board meeting materials, member contact information, etc.). Supports lobbying activities and coordinates grant opportunities, including tracking deadlines and required documentation. Coordinates special projects assigned by the Executive Director, including task assignments, due dates, tracking progress, gathering and formatting materials, editing, and conducting follow-up/lessons learned. Coordinates monthly pre-board meetings, reviews and finalizes agenda, gathers department board reports, and ensures reports are cleaned up and formatted. Manages full board meeting logistics: prepares and sends packets, schedules meetings, runs technology, posts public notices, prepares minutes, coordinates signing of resolutions, and maintains the master file of board documents (including resolutions). Manages social media posts, including taking photos at events, creating flyers, and ensuring timely and engaging content. Requirements KNOWLEDGE AND SKILL REQUIREMENTS: Microsoft Office 365 Suite programs, including advanced skills in Word, Excel, Outlook, PowerPoint, OneNote, OneDrive and Teams; In-depth knowledge of office administrative and management practices and procedures; Principles and practices of sound business communication; Correct English usage, including spelling, grammar and punctuation; Knowledge of accepted business practices and policies; Knowledge of organization, administrative regulations, policies and procedures, including travel/training and expense reporting; Basic functions of public agencies, including the role and responsibilities of a public governing board; Basic OPMA rules and regulations for the conduct of public meetings; An understanding of administrative regulations and policies; Budgeting, recordkeeping, filing and purchasing practices and procedures. EDUCATION AND EXPERIENCE: AA degree PLUS three to five years paid work experience in administrative support, or an equivalent combination of education and experience. LICENSES AND OTHER REQUIREMENTS: Valid Washington State Driver's License or ability to obtain one within 60 days and good driving record; Fair Housing Certification or ability to obtain one within 90 days COMPETENCIES: Perform a wide range of highly complex and responsible executive-level administrative and secretarial functions for the Executive Director and senior staff team Maintain a variety of complex electronic and physical files and calendars Maintain strict confidentiality of sensitive labor relations, collective bargaining, and employment matters, including handling confidential documentation and communications Collaborate effectively with people who have varying backgrounds, interests, and requirements Communicate effectively both orally and in writing Speak and understand English and follow oral and written directions Work independently with limited supervision Work respectfully and courteously with a variety of stakeholders Drive a vehicle Required Workplace Standards Works regular and reliable hours on site as required; Attendance must be punctual and consistent; Works an agreed-upon schedule and works additional hours as necessary to complete work; Works effectively, cooperatively and respectfully with co-workers, clients, and other contacts; Follows all EHA Safety Policies and Procedures; Follows all EHA Personnel Policies and Procedures; Performs other duties as assigned. Physical Requirements to Perform Essential Functions CONSTANT: Sitting for extended periods of time Manual dexterity (Left, Right, Both) Listening and talking Repetitive arm/hand movement (LRB) Fine finger manipulation (LRB) Seeing and hearing Lifting and carrying 5# (LRB) Pushing and pulling 5# (LRB) FREQUENT: Walking and standing Turning and twisting at waist Climbing stairs Bending and stooping Reaching and grasping (LRB) Lifting and carrying 10# (LRB) Pushing and pulling 10# (LRB) OCCASIONAL: Kneeling and squatting Reaching above shoulders Operating foot controls (LRB) Lifting and carrying 20# Pushing and pulling 20#

Responsibilities

The Executive Assistant & Special Projects Coordinator provides high-level administrative support to the Executive Director and senior staff, ensuring smooth operations and effective communication. This role includes managing schedules, coordinating travel, and supporting sensitive labor relations matters.