Executive Assistant to the Senior Vice-President - Tampa Housing Authority

Department:Finance and Accounting

Operations

Reports To: SVP FLSA: NE

Summary

Maintain schedule for Senior VP and other staff as assigned and transmit directives on their behalf. Provide administrative support services for the office/department/division and executive staff as needed. Assist in planning and administering agency activities and events. Attend meetings and prepare and/or transcribe minutes from meetings as directed. Assist with preparations for special projects by collecting and analyzing information, preparing documents, etc. Answer and route incoming telephone calls. Attend meetings and represent supervisor at meetings, as needed. Maintain records of special projects and programs, and confidential files and records. Develop draft process and procedures and manage special administrative projects as directed.

Essential Job Functions

A. Screen calls and messages for supervisor, respond to inquiries, compose, and initiate correspondence, and provide executive level administrative support for Senior VP and his/her office.

1. Answer incoming calls and respond to callers or route call to appropriate person
2. Return telephone calls, respond to correspondence and faxes in accordance with instructions or established procedures
3. Communicate with business associates and others regarding Authority business matters and arrange meetings and conferences as directed
4. Attend regular meetings as requested and properly record and document decisions and outcomes for self-directed follow-up
5. Transcribe and maintain minutes from meetings, workshops, and other events
6. Maintain confidential files, records, and other information
7. Process purchase requisitions in accordance with established procedures
8. Attend community and other meetings as a representative of the Authority or Department
9. Prepare and coordinate the distribution of Board materials and other data for meetings
10. Maintain schedule for supervisor and designated staff, including receiving invitations, sending appropriate responses, and designating type, time, and place of events
11. Screen mail and calls for supervisor and designated staff, respond to routine matters, prioritize items, and provide information to supervisor and other designated persons as directed
12. Collect departmental data and publish reports and information as requested
13. Develop draft process and procedures and manage special administrative projects as needed
14. Maintain file system for departmental operations as requested, ensuring information is organized in a manner consistent with policy and maintained
15. Prepare and maintain digital files in accordance with the Authority’s document imaging system and format
16. Search records and provide information to staff as needed
17. Assist in the preparation of confidential and public documents for use in communicating project information and departmental objectives both internally and externally as directed
18. Prepare time records and enter data as directed into the time management systems
19. Maintain sign up logs of meeting rooms and coordinate with others to ensure availability for events and meetings
20. Order and maintain an inventory of office materials and supplies
21. Operate, maintain supplies, and coordinate repair needs as necessary to ensure office equipment remains available for use by office personnel
22. Assist in budget preparation
23. Assemble and submit monthly financial reports for Board meeting
24. Conduct web research to obtain information for report presentation for Senior VP
25. Prepare trend charts for Related Entities and pension plan status
26. Maintain documents to ensure Related Entities corporate information is up to date
27. Serve as Document Imaging/Record Retention Coordinator for the Senior VP.
28. Prepare non-profit board meeting packets
29. Compose letters and reports for the Senior VP
30. Manage and streamline processes for automation and efficiency.

Knowledge, Skills, and Abilities

1. Knowledge of modern office practices, procedures, systems, and equipment including computers and software

2. Knowledge of English, spelling, and program terminology

3. Knowledge of research and report preparation techniques and procedures

4. Knowledge required to perform professional-level work dealing with data, people, and technology that relates to administrative, technical, scientific, engineering, accounting, legal, or managerial skills

5. Ability to work in a dynamic environment that requires the incumbent to be sensitive to change and responsive to changing goals, priorities, and needs

6. Ability to set priorities, plan and implement activities to maximize efficiency

7. Ability to determine appropriate approach to work from given general guidelines

8. Ability to provide information in a courteous diplomatic manner

9. Ability to use a computer to store, retrieve and compile data, prepare reports, newsletter, brochures, and promotional materials

10. Ability to operate standard office equipment such as computer, scanner, calculator, copy machine, fax machine, telephone system, etc.

11. Ability to maintain a variety of files and records, and to prepare reports and answer questions from the records

12. Ability to establish and maintain effective working relationships with officials, other employees, residents, and the public

13. Ability to communicate effectively, both orally and in writing

14. Skill in the use of computer software to facilitate efficient completion of tasks and to obtain and present information

15. Skill in dealing with people in a diplomatic manner

Minimum Qualifications

High school diploma or G.E.D plus college level study in business management or business administration, plus seven years of progressively responsible experience in an executive administrative position or in assisting a high-level official, or an equivalent combination of education and experience. A diversity of public and private sector experience is preferred. Ability to speak and translate Spanish is a plus, but not mandatory.

Other: Valid Florida Driver’s License

Insurable under the agency’s insurance policy

This job description should not be interpreted as all-inclusive. It is intended to identify the major responsibilities and requirements of this job classification established by THA. All incumbents may not perform all of the job duties listed, and some incumbents may perform some duties which are not listed, and incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this description.