Key Responsibilities:
- Office Management:
- Oversee and manage daily office operations, ensuring a productive and efficient work environment.
- Maintain and monitor office supplies inventory and initiate procurement when necessary.
- Ensure office equipment and systems function properly and coordinate repairs or replacements as needed.
- Administrative Support:
- Supervise and support administrative staff, providing guidance and training as required.
- Assist with drafting, formatting, and proof-reading documents, reports, and correspondence for Executive Director, Administrative team and Board of Commissioners.
- Manage and prioritize incoming/outgoing communications and correspondence.
- Secretary to Board of Commissioners; responsible for attending board meetings and recording/retaining minutes in accordance with HUD standards.
- Records Management:
- Oversee the organization and maintenance of all administrative records and files.
- Ensure compliance with document retention policies and procedures.
- Facilitate the retrieval of documents as needed for internal and external purposes.
- Learn HUD compliance requirements and documentation needed to meet objectives and deadlines.
- Meeting Coordination:
- Schedule and coordinate meetings, conferences, and appointments for Executive Director, management, and staff.
- Prepare meeting agendas, minutes, and related materials.
- Coordinate logistics for special events, training sessions, executive travel and public announcements and communications.
- Communication:
- Serve as a point of contact between the administrative office and external stakeholders, including residents, vendors, and partners.
- Maintain a professional and welcoming atmosphere for visitors to the office.
- Answer phones, respond to inquiries, and redirecting calls as appropriate.
