Administrative Assistant - Retirement Housing Foundation

Retirement Housing Foundation (RHF) is a non-profit organization of 198 communities in 29 states, Washington, D.C., Puerto Rico, and the U.S. Virgin Islands. RHF provides housing and services to more than 22,500 older adults, low-income families, and persons with disabilities. The RHF logo symbolizes a program that has grown from the very modest beginnings of a $7,000 investment. RHF has grown to be one of the largest organizations in the US devoted to building and preserving affordable housing for the most vulnerable members of society. If you have a desire to make a difference in the lives of the elderly, low-income families, and persons with disabilities, then RHF may have just the right position for you.

Responsibilities-

• Coordinate and schedule meetings including reviewing meeting requests, recording meeting minutes, resolving scheduling conflicts, sending reminders, preparing handouts, and establishing appointment priorities
• Provide administrative assistance, such as screening and directing phone calls, distributing correspondence, and formatting information for internal or external communication
• Manage and coordinate documentation for construction pay apps, change orders, third party invoices, etc.
• Prepare and/or edit written communications, memos, letters, spreadsheets, and reports, many with highly sensitive confidential information
• Execute clerical and general office duties such as setting up and maintaining filing systems, data entry, typing, copying, ordering office supplies, and other administrative tasks for special projects as requested
• Enhance internal organizational systems, physical and digital documentation management, and development processes
• Establish and maintain effective professional business relationships with all levels of management, employees, and business contacts; Interact with both internal and external stakeholders to include senior executives and their staff, board members, industry associations, etc.
• Demonstrates poise, tact, positive attitude, and diplomacy, as well as high level of interpersonal skills to handle time-sensitive and confidential situations in a fast-paced environment
• Provide support in the creation or collection of routine documents, reports and executive status updates
• Assist with general office needs and various administrative tasks, which may include ordering supplies, expense management and deposits, managing coordination of troubleshooting technology/connectivity issues, errands, meeting coordination, lunch ordering, etc.
• Act as a liaison between the VP, Acquisitions & Development and various department heads of the company
• Support the coordination and/or delivery of presentations, documentation edits, event planning and similar ad-hoc requests on an as needed basis
• Manage information flow in a timely and accurate manner with a high level of discretion
• Work independently under strict deadlines, will manage competing priorities, and must handle multiple tasks efficiently
• Ability to manage time effectively; exercises good judgment in setting priorities to complete tasks to meet deadlines with strong attention to detail
• Undertaking work as required to meet the needs of the department

Knowledge, Skills and Abilities Required:

• Proficient with Microsoft Office software and other related software
• Excellent verbal, written, and interpersonal skills
• Organized and detail oriented
• Ability to work with a great deal of autonomy and independence with minimal supervision
• Outstanding time management and ability to meet deadlines
• Strong organizational skills and ability to multitask
• Sound decision-making and effective problem-solving
• Efficient at executing tasks and taking direction
• Demonstrates a high degree of professionalism and confidentiality
• Prior experience in a corporate setting

Education & Qualifications

• 1-3 years of experience working in an administrative role in an office setting

This is a full-time position with a competitive salary and benefits. If you are motivated and organized with a passion for supporting executives, we urge you to apply for this exciting opportunity.

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