Executive Assistant

Description The Executive Assistant provides high-level administrative support to the Chief Operating Officer to accomplish the Virgin Islands Housing Finance Authority's (hereinafter "Authority") goals, objectives, and mission. Professionally represents the Office of the Chief Operating Officer (COO). Reliable, stable attendance is required.
Duties and Responsibilities
Essential Functions
Act as a key liaison with the Chief Operating Officer's director's managers and the Authority's staff.
Assure that decisions and information are shared with appropriate persons and offices.
Prepare and/or coordinate recurring and other reports and respond to senior management requests on routine actions/requests.
Manages COO's schedule by assessing circumstances, requesting parties and the COO's preferences to accept, delegate, defer or change commitments to meetings, speaking engagements, ceremonies, travel, and similar obligations.
Oversee management of all communications - regular and electronic mail, telephone calls, and personal visits.
Manages and reviews all correspondence and other materials prepared for the information and signature of the COO for appropriate grammatical, clarity, content, coordination, and proper routing/coordination of staff actions.
Review proposals, inquiries, recommendations, and other communications forwarded to the COO; determine what receives the COO's attention and assures that appropriate background information is provided.
Records minutes of monthly/quarterly meetings, prepares minutes for distribution, signaling out the action and follows up as required.
Uses computer software applications to prepare documents, computer data entry and input data into record keeping files.
Maintain office files.
Obtains and monitors the use of services, supplies, or equipment for the office.
Requisitions office supplies and related materials. Prepares, submits, and tracks requisitions.
Maintains a good working relationship with the Authority's staff and the executive team.
Performs other related duties and responsibilities as assigned.
Minimum Qualifications
EDUCATION, EXPERIENCE, AND SKILLS REQUIRED:
Education: Bachelor's degree in public or business administration/management or closely related field from an accredited U.S. institution, OR Master's degree in in public or business administration/management or closely related field from an accredited U.S. institution
Experience: at least seven (7) years of progressively responsible administrative support experience, the last three (3) years of which must have been in providing executive level administrative support or a related capacity
Knowledge: Broad knowledge and experience in office administration and support to executives
Demonstrated excellent organization and time management skills set
Must be accurate and efficient, high energy, comfortable performing multifaceted projects in conjunction with day-to-day activities
Evidence of strong ethical behavior, excellent analytical skills, and good reasoning abilities with sound judgment
Excellent interpersonal and relationship building skills
Excellent written and verbal communication and presentation skills, including the ability to articulate in a compelling fashion to diverse stakeholders
Flexibility and ability to work on multiple projects
Must have intermediate to advanced computer skills in Office 365 applications
Skill in maintaining records and reports, including those necessary for regulatory compliance
Strong oral and written communication skills with superior interpersonal skills including patience and ability to develop and maintain effective working relationships at all levels
Ability to maintain confidentiality
Ability to work with limited supervision and prioritize accordingly
Ability to work comfortably with diverse populations
Ability to effectively perform essential job functions under strict time constraints in an environment with competing demands
Ability to determine the importance of correspondence received
Ability to understand and follow oral and written instructions
Ability to acquire new knowledge, skills and techniques necessary to successfully carry out the mission of the Authority.
Position Factors
APPLICATION INSTRUCTIONS AND PROCEDURES:Interested applicants must submit an application, cover letter, and resume/vitae. Application packages will only be accepted electronically at [protected info]. Signed original documents will be accepted at our Office at a later date. Employment applications can be downloaded from our website at [protected info] Deadline for submittal of application package is Tuesday, March 21, 2023; however, this position will remain open until filled.
Incomplete application packages will not be considered. Selected candidates will be contacted for interview.
The Virgin Islands Housing Finance Authority's (VIHFA) Human Resources Division is responsible for the implementation and administration of policies, procedures, and programs related to all phases of Human Resources for the Agency. This includes, but is not limited to, compensation, employment/recruitment, benefits, training, employee relations and ensuring the safety of the workplace.
VIHFA is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex, national origin, disability, age, genetics, disability or veteran status. Employment is contingent upon the applicant providing proof of citizenship or legal authorization to work in the United States. Proof of citizenship is required upon employment offer.
VIHFA Offers a Comprehensive Benefits Package That Includes
Membership to the Government Employees Retirement System (GERS)
Participation in the Government of the Virgin Islands'
Group Health Insurance Program (Medical, Dental, Life, Supplement Life, Dependent Life, Vision and Prescription/Pharmacy Insurance coverage and the Employee Assistance Program)
Paid Vacation (based on hours accrued)
Paid Sick Leave (based on hours accrued)
Paid Federal and Local Holidays
Paid Leave for Employee Birthday
Paid Bereavement Leave for qualifying family member
Educational Assistance
Questions regarding career opportunities or submittal of application packages should be directed to:
Ms.
Yvonne
Christopher - Director of Human Resources at (340) 777-4432 ext. 2245 or via email to [protected info]
01
Do you have a Bachelor's degree in public or business administration/management or closely related field?
5
0
02
Have you managed or reviewed correspondence and other materials prepared for the information and signature of the COO for appropriate grammatical, clarity, content, coordination, and proper routing/coordination of staff actions. ?
Yes
No
03
Can you work with limited supervision and prioritize accordingly?
Yes
No
Required Question