Executive Assistant Operations

Join our Team at the Omaha Housing Authority!

Are you passionate about making a real difference in the communityDo you thrive in a collaborative and supportive environment The Omaha Housing Authority (OHA) is looking for a dynamic Executive Assistant - Operations to help us fulfill our mission of providing safe and affordable housing.

About Us

Founded in 1935 the Omaha Housing Authority is a nonprofit government agency committed to enhancing the quality of life for low and moderate-income individuals. With over 2700 public housing units and up to 4300 Housing Choice (Section 8) Vouchers we work diligently to ensure our residents have access to safe sanitary and affordable housing.

Why Work with Us

We offer a comprehensive benefits package that includes:

• 17 paid holidays including your birthday a floating holiday and a self-care day
• 12 days of vacation and 12 days of sick leave per year
• Medical dental and vision benefits start the 1st of the month following date of hire
• Life Insurance Health & Dependent Care FSA MetLife Voluntary Insurance and Pet Insurance
• 401(a) retirement plan with a 5.5% match and 457 compensation plan

Our Core Values

• We Are One Team: We rely on one another and succeed together.
• We Build Trust:We communicate clearly follow through and hold ourselves accountable.
• We Foster Belonging:Every person feels respected safe and valued.
• We are Welcoming: We approach others with kindness and professionalism.
• We Listen to Understand:We give our full attention and seek shared understanding.
• We De-Escalate with Empathy:We respond to conflict with calm compassion and respect.
• We Deliver Excellence: We provide safe stable housing and exceptional service.
• We Practice Self-Care: We manage our wellbeing so we can serve effectively.
• We Share Power: We involve residents and employees in shaping our work.

Salary Range

$49985 $72480

Job Function

The Executive Assistant to Operations role provides highlevel administrative operational and project coordination support to the Chief Operating Officer (COO). This position ensures smooth administrative operations across departments supports organizational initiatives and facilitates communication between the COO residents staff external partners and regulatory bodies. The role requires exceptional organizational skills the ability to manage complex workflows and priorities strong written and verbal communication and the judgment to operate with a high degree of discretion professionalism and urgency.

Essential Functions

Executive & Administrative Support

• Manage the COOs calendar scheduling correspondence and meeting logistics with a high degree of accuracy and confidentiality.
• Receive review and route incoming communications; ensure timely response to inquiries from internal and external stakeholders.
• Compile data from departments and prepare summaries briefings and background materials for the COO and department directors.
• Maintain organized digital and physical filing systems consistent with HUD NSPIRE and OHA documentation requirements.
• Prepare edit and distribute correspondence memos presentations and reports.
• Attend meetings as assigned; prepare accurate concise and timely meeting minutes and action-item followup lists.
• Serve as backup to the Executive Assistant to the CEO providing coverage and support as needed.

Operational Support & Coordination

• Coordinate crossdepartmental project workflows; monitor progress track deadlines and ensure followup on assigned tasks to support timely completion.
• Assist in compiling and preparing weekly monthly and quarterly operational reports including HUDrequired submissions and internal performance metrics.
• Support process improvement efforts by gathering data monitoring outcomes and helping develop recommendations.
• Maintain logs dashboards or operational metrics as assigned.
• Coordinate procurement of office supplies equipment furniture training registrations and travel arrangements; track inventory and purchasing needs in accordance with procurement policy.
• Provide general administrative support for operational initiatives special projects and organizational priorities assigned by the COO.

Tenant / Resident & Public Support

• Respond to routine inquiries from residents community partners or public agencies by providing relevant policies procedures and regulations.
• Provide oversight and administrative support for specialty rent postings (e.g. commercial leases rent assistance programs).
• Support communication efforts for resident notices newsletters social media updates and website information related to operational projects or initiatives.
• Support planning and coordination of resident engagement activities and communityfacing events.

Staff Communication & Coordination

• Assist in planning and executing department meetings trainings and staff-wide communications.
• Maintain updated department charts departmental contact lists and internal resource documents.
• Serve as a central coordination point for the COO and department directors administrative staff and operational teams.

Supervision & Leadership Support (if applicable)

• Provide direction or task delegation to administrative support staff assigned to the COO or the Operations division.
• Assist with training administrative staff on procedures communication standards and operational workflows.
• Identify workflow challenges or process inefficiencies and provide recommendations to the COO for improvement.
• Maintain familiarity with and effectively use AI-supported productivity tools (i.e.-document drafting data summarization workflow automation) to enhance efficiency and support Operations initiatives.

Additional Responsibilities

• Assist the COO with special projects events and emerging organizational priorities.
• May work evening or weekend hours for special events or deadlines.
• Perform other duties as assigned.

Qualifications

• Bachelors degree in business administration or related field; or equivalent combination of education and experience.
• Minimum five (5) years of progressively responsible administrative support experience including support for executives or senior leaders.
• Knowledge of local state and federal regulations related to housing programs (HUD NSPIRE REAC) preferred.
• Excellent written verbal analytical and interpersonal communication skills.
• Strong problem-solving skills and ability to work independently with minimal supervision.
• Proficiency with Microsoft Office Suite; ability to create presentations and meeting materials.
• Ability to maintain effective working relationships with staff residents government officials and community partners.
• Ability to manage multiple priorities meet deadlines and maintain accuracy under pressure.

Working Conditions

• Work performed in a standard office environment with frequent public contact.
• Must be able to sit stand walk reach stoop squat push pull and type for extended periods.
• Must be able to move objects up to 10 lbs.
• Moderate noise level typical of an office setting.

Equipment Operation

• Computer
• Telephone
• Copier
• Calculator

OHA is Committed to Equal Opportunity

Omaha Housing Authority is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race color religion age sex national origin disability status genetics protected veteran status sexual orientation gender identity or expression or any other characteristics protected by federal state or local laws.

If you need a reasonable accommodation to complete the online application or have a question about your application please contact the Human Resource Department at