Executive Assistant to the Executive Director
This is a professional position responsible for providing executive, administrative support for the office of the Executive Director at the Housing Opportunities Commission of Montgomery County. Will provide support by serving as a liaison between the to the Division Directors and the office of the Executive Director, for confidential executive-level administrative duties. Prioritizes, receives, and screens visitors and telephone calls for the Office of the Executive Director. Expertly composes correspondence, ensuring 100% accuracy of spelling, grammar and syntax. Handles internal and external inquiries, discerning and forwarding to others as appropriate while obtaining accurate information. Maintains confidentiality and acts in a professional manner. Ensures that the Executive Director is sufficiently prepared for meetings, including the accumulation of pre-read materials and preparation of meeting folders. Organizes and hosts meetings, including determining logistic requirements, assembling and dispatching attendee lists, preparing agendas, distributing/posting pre-read materials, meeting room set-up including audio/visual requirements, preparing and distributing meeting minutes, and anticipating requirements to ensure effective and smooth administrative facilitation. Manages calendars and interactions effectively to meet commitments, including scheduling of appointments, meetings, telephone calls and video conferences. Will coordinate and schedule meetings, interviews and appointments. Maintain control of records of incoming correspondence and action documents and follows up on work in progress to ensure timely reply or action. Review all incoming and outgoing correspondence for accuracy and completeness before Director's signature. Serve as in-house backup to Special Assistant to the Commission, duties to include attending Commission teleconferences for purpose of formulating Commission meetings and agendas, coordinating and packaging of brief book material, and recording Commission Meetings. Personal contacts include elected officials, HOC Commissioners, HOC attorney, the leadership of outside agencies, H.O.C. division heads, employees and business organizations, clients, landlords, and the community at large.
- Minimum Associates' Degree in Office Administration or Office Management, or equivalent, Bachelors' Degree preferred.
- Minimum of seven years of progressively responsible secretarial/clerical experience, two of which must have been in direct support of a department/agency director.
- Must have strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
- Must have expert level written and verbal communication skills balance with exceptional listening skills.
- Must have proven ability to handle confidential information with discretion and adaptability to various competing demands, and demonstrate the highest level of customer/client service and response.
- Extensive knowledge of modern office management principles and practices.
- Extensive knowledge of large and complex filing systems.
- Ability to communicate clearly and concisely, both orally and in writing.
- Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.