Executive Administrative Assistant (Temporary)
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Job Location:
Long Beach, NY - USA
Hourly Salary:
$ 30 - 35
Posted on:
Yesterday
Vacancies:
1 Vacancy
Job Summary
Summary Statement
The Executive Administrative Assistant supports the Vice President of Acquisitions & Development (A&D) by providing comprehensive administrative clerical and operational support. This role is essential in ensuring the smooth functioning of the A&D department and maintaining efficient communication and documentation flow with internal and external stakeholders. The ideal candidate demonstrates discretion professionalism and organizational excellence in a fast-paced corporate environment.
Please note this position is temporary and will remain in effect until the needs of the manager no longer require it. The duration of the role may be extended or ended based on those requirements.
Key Responsibilities
- Administrative Support
- Coordinate and schedule meetings including reviewing requests resolving conflicts recording minutes sending reminders and preparing handouts.
- Screen and direct phone calls distribute correspondence and format information for internal and external communication.
- Prepare edit and review written communications memos letters spreadsheets and reports including highly sensitive and confidential materials.
- Execute clerical and general office duties including maintaining filing systems data entry copying typing and ordering office supplies.
- Enhance internal organizational systems and improve physical and digital documentation management.
- Undertake ad-hoc administrative projects as requested.
- Documentation and Reporting
- Manage and coordinate documentation for construction pay applications change orders third-party invoices and other departmental files.
- Assist in the preparation of applications for loans grants and other financial documentation.
- Provide support in the creation or collection of routine documents reports and executive status updates.
- Prepare RHF PDA Committee agendas minutes and weekly Development Department meeting notes.
- Executive Support
- Act as liaison between the VP A&D and various department heads board members and external stakeholders.
- Support coordination and delivery of presentations document edits and event planning as needed.
- Manage information flow in a timely and accurate manner with a high level of discretion.
- Assist with general office needs including expense management deposits technology troubleshooting errands lunch orders and meeting coordination.
- Professional Conduct
- Demonstrate poise tact and diplomacy in handling time-sensitive and confidential situations.
- Work independently under strict deadlines manage competing priorities and handle multiple tasks efficiently.
- Establish and maintain effective business relationships with all levels of management employees and business contacts.
- Other Duties
- Undertake additional work as required to meet department needs.
- Perform other duties as assigned.
Typical Duties and Time Allocation
Duty | % of Time |
Supervise preparation and delivery of due diligence materials mail distribution file maintenance distribution of invoices and general correspondence | 25% |
Prepare contracts legal forms and correspondence for VP signature | 25% |
Prepare RHF PDA Committee agendas and minutes take dictation coordinate travel arrangements generate expense reports and prepare check requests | 20% |
Assist in preparation of applications for loans and grants | 20% |
Answer phones schedule appointments and coordinate meetings for VP | 10% |
Knowledge Skills and Abilities
- Proficient with Microsoft Office Suite and related software.
- Excellent verbal written and interpersonal communication skills.
- Highly organized detail-oriented and able to multitask efficiently.
- Ability to work independently with minimal supervision.
- Strong time management skills and ability to meet deadlines.
- Sound decision-making and effective problem-solving abilities.
- Demonstrates a high degree of professionalism and confidentiality.
- Prior experience in a corporate office environment preferred.
Education and Experience
- High school or trade school graduate (or equivalent).
- Good knowledge of business English spelling and punctuation.
- Excellent administrative skills and knowledge of general office practices.
- Minimum of three years of office experience with increasing responsibility.
Note: While this job description reflects the current requirements of the position RHF management reserves the right to modify add or remove duties as necessary to meet organizational needs.
Compensation:
Actual base salary considers several factors including but not limited to geography job-related knowledge experience and budget. The start of the salary range is typically associated with the minimum experience required.
The role is considered non-exempt andmay be eligible for overtime pay in accordance with federal and state law. The anticipated base pay range for the position is $30.00-$35.00 per hour.
Why RHF
At RHF we are dedicated to making a meaningful difference in the lives of our residents. We strive to create vibrant communities where individuals can thrive regardless of age or background. With over 60 years of experience in providing affordable housing and supportive services RHF is a mission-driven organization that focuses on the well-being independence and dignity of every resident we serve. We offer a collaborative and supportive work environment opportunities for professional growth and a commitment to making a lasting impact in the communities we serve. Join us in our mission to create positive change and improve livesbecause at RHF we believe in making every day better for those who need it most.
Required Experience:
Junior IC
Key Skills
- Time Management
- Microsoft Office
- Organizational skills
- Microsoft Outlook
- Microsoft Word
- QuickBooks
- Office Experience
- Personal Assistant Experience
- Microsoft Powerpoint
- Microsoft Excel
- Administrative Experience
- Microsoft Outlook Calendar
About Company
Retirement Housing Foundation (RHF) is a non-profit organization of 197 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 R ... View more
