Executive Assistant

Description The Executive Assistant reports directly to the ODR Director, performing a wide range of complex and confidential administrative and support duties. The incumbent serves as a point of contact for internal and external constituencies and all matters of the ODR. The incumbent will also perform project management duties and must have the ability to work independently on projects, from conception to completion, and can work under pressure in a fast-paced environment.
The Executive
Assistant will oversee and manage a wide variety of activities and confidential matters with discretion.
Duties and Responsibilities
Manages the executive schedule and acts as a liaison for the executive team.
Assists in coordinating the agenda for meetings, tracks an account of the meetings, designates and follows up on assigned action items.
Communicate with the general staff on the Director's behalf and coordinates meetings both internally and externally.
Provide full executive support to the Director by performing daily administrative duties and administrative tasks to include managing ongoing calendar of appointments; completing ad hoc reports; composing and preparing correspondence; arranging travel plans, itineraries and agendas and compiling documents for meetings.
Prepare reports, presentations, and data, as well as maintain files, records, and correspondence for meetings.
Communicate on behalf of the Director with internal and external parties on matters related to programmatic initiatives as directed.
Execute special projects as assigned.
Researches, prioritizes, and follows up on incoming issues and concerns addressed to the assigned supervisor, including those of a sensitive or confidential nature. Determines the appropriate course of action.
Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgment letters, personal correspondence, reports, and other tasks to ensure effective management practices.
Prioritizes conflicting needs, handles all matters expeditiously, proactively, and follows through on projects to successful completion, often with deadline pressures.
Assist in planning and implementing administrative improvements, including organizational changes and work systems
Perform clerical duties- taking memos, maintaining files, and organizing documents- As well as photocopying, faxing, and collating.
Minimum Qualifications
Education level:
Bachelor's Degree, or higher, in Business Administration, or related field preferred.
Level of experience:
5+ years of experience supporting administration at the executive level required
Education and Experience:
An equivalent combination of education and experience may be substituted.
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]