Executive Assistant

The Mission of Housing Connect

Housing Connect’s mission is to connect people and communities to quality affordable housing opportunities while promoting self-sufficiency and neighborhood revitalization.  We believe that a home is a space that offers safety and comfort. Our homes ground us, remind us of our deepest values and hopes, and provide inspiration and motivation to succeed and strive to better our lives and those of our families.

Housing Connect is a leader in finding solutions to the affordable housing crisis affecting our communities. We are the connectors. We’ve connected thousands of Utahns with what they need to find stable ground. And we’ve been recognized locally and nationally for our work.

Responsibilities & Duties

The Executive Assistant is responsible for providing administrative support to the CEO.

The below statements are intended to describe the general nature and scope of work being performed by this position. This is not a complete listing of all responsibilities, duties and/or skills required. Other duties may be assigned.

Executive Assistant to CEO

Maintain daily schedule and monthly calendar of activities for Executive Director by managing appointments and organizing meetings.

Receive, screen and direct calls and correspondence.

Prepare internal and external correspondence.

Prepare agendas, take minutes and complete transcription for a variety of meetings.

Assist in following up “to do list” resulting from executive and management meetings.

Collect, compile and convert information and data into reports, charts and tables.

Research and respond to inquiries, complaints and requests for information and assistance from public citizens and government officials.

Assist and support the CEO by scheduling and coordinating events, preparing correspondence, taking minutes of meetings and transcribing, and general filing by using knowledge of office, administrative and clerical procedures.

Research, review, analyze and evaluate highly sensitive, critical and complex issues involving federal and state law, regulations, and policies.

Compiles and facilitates documents needing CEO signatures including its return to requesting party (ies).

Lead coordination and execution of high-level strategic initiatives, including development, tracking, and communication of the PHA annual operating plan and 5-year plan.

Support the development and distribution of high-level communications, including press releases and executive messaging, ensuring alignment with organizational strategy and brand positioning.

Oversee miscellaneous studies, special projects, and ad hoc requests that are of a one-time nature and do not readily fit into other company job descriptions.

• Coordinate travel and logistics for business trips, including booking travel, preparing itineraries and supporting executive in completing expense reports.

Recorder and Staff Support for Housing Connect Board of Commissioners Meetings, HOI and AHA Board of Trustees Meetings, and other Housing Connect-sponsored meetings

• Coordinate preparation of resolutions, committee and staff reports and other documentation.
• Record meetings and transcribe minutes of meetings and maintain records in compliance with agency procedures, state laws and federal regulations.
• Prepare and post notices of regular and special meetings of the Board of Commissioners and Board of Trustees in compliance with state legal requirements.
• Prepare and distribute meeting packets.
• Reserve meeting space and coordinate all necessary arrangements and logistics for meetings.
• Schedule, purchase and set up food for meetings at various agency and Board events.
• Be knowledgeable, familiar with, and aware of Utah Open Meetings laws and requirements and ensure adherence to such laws.
• Maintain and update Board by-laws as necessary and monitor compliance for each Board.
• Coordinate travel and logistics for business trips, including booking travel, preparing itineraries and supporting Board members in completing expense reports

Additional Responsibilities

• Establish and maintain manual and electronic filing and document tracking system.
• Maintain agency and Board contact lists, and monitor Board members’ terms of service, liaising with the Salt Lake County Mayor’s office, as needed.
• Coordinate agency events.
• Update and maintain agency departmental forms.
• Provide administrative assistance to members of the executive team as requested.

MINIMUM REQUIREMENTS:

• Associate Degree in Public or Business Administration, or related field, preferred.
• Three years clerical and project management experience.
• Flexible and cooperative in relation to job demands.
• Ability to meet deadlines.
• Able to communicate well in the English language, both spoken and written.
• Prompt and dependable.
• Typing speed 60 wpm.
• Valid Driver’s License
• Ability to serve as a certified and bondable Notary Public.
• Professional, pleasant, personable and patient.
• Able to complete daily tasks with minimal supervision.
• Ability to lift and carry items weighing up to 20 pounds.

KNOWLEDGE OF:

• Basic Office Equipment
• General Office Procedures
• Telephone Skills
• Computer Literate
• Microsoft Office Software
• Google Applications – Gmail, Calendar
• Communication Techniques
• Social Media
• Word Processing
• Desktop Publishing

ABILITY TO:

• Think logically and systematically.
• Act independently.
• Communicate clearly, concisely and grammatically, both orally and in writing.
• Perform well under stressful conditions.
• Work well with all levels of internal management and staff, as well as outside clients and vendors.

Apply online at: https://hoc.recruiting.pdsvista.com/view/2026-012P1285