Executive Assistant

Summary: This Position reports directly to the CEO and provides a wide variety of skilled administrative and clerical support. Responsibilities include administrative support, managing confidential and time-sensitive materials, and high-level clerical support in the varied and complex needs of the organization. The Executive Assistant will act as the main point of contact between the Board of Directors and the organization by supporting the needs of the Board Chair. Additional support as needed is given to the COO.

Specific Duties and Responsibilities: The following reflects Burbank Housing’s definition of essential functions for this job. Duties are defined in primary areas of responsibility, but such classification does not restrict the tasks that may be assigned.

CEO Administrative Support:

1. Act as a point of contact when the CEO is unavailable.
2. Act as liaison between CEO and Board of Directors as needed.
   1. Prepare Board agendas, meeting minutes, meeting schedules, committee administration, maintain board roster and board intranet page.
   2. Coordinate and Attend Board and Committee meetings.
   3. Maintain & organize original Board and corporation documents.
   4. Manage bylaws, rosters, board packets and The Policy File
3. Coordinate meetings and prepare agendas and minutes Of Board Sub-Committee meetings.
4. Manage organization memberships, benefits, and subscriptions.
5. Review, code and approve CEO budget AP items.
6. Reconcile CEO BH credit cards.
7. Complete corporate surveys, questionnaires, reports and applications as needed.
8. Maintain vendor relationships relative to this position.
9. Assist CEO w/ various administrative tasks and special projects as assigned.
10. Maintain contact and information on related non-profit organizations and support Public Policy actions as directed.
11. Schedule conferences, seminars, training, and travel for CEO
12. Oversee CEO Outlook calendar & schedule meetings as requested
13. Manage network executive folders
14. Other duties as assigned.

General Administrative Support:

1. Work closely with General Counsel to prepare monthly board meeting items

2. Assist COO with clerical duties as time allows

           3. Assist executive staff as time allows

Knowledge, Skills, and Experience:

Education and Experience:

• At least an associate degree in business administration or a related field.  
• At least two years of related experience (working at an Executive Assistant level for a developer or construction company).
• Experience in an affordable housing, non-profit, development organization preferred.
• Current Public Notary Certification a plus.

Required Skills/Abilities:

• Ability to work cooperatively and effectively with a diverse group of people (partners, vendors, and employees).
• Ability to create and maintain a professional relationship with the Board of Directors & Executive Staff
• Excellent verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Ability to maintain confidential and sensitive information and use discretion and tact.
• Self-directed organizational and time management skills. Able to meet deadlines.
• Ability to troubleshoot and problem-solve.
• Ability to work independently.
• Proficient with Microsoft Office suite, Yardi Voyager, and any document management software.
• Familiarity with, or ability to quickly learn, basic office and clerical procedures and equipment.
• Commitment & enthusiasm toward achieving Burbank Housing’s Mission and Vision Statements.

Language Skills:  Ability to read, interpret, and analyze written budgets and financial documents, government regulations, professional journals, technical procedures, and refinancing application applications. Ability to effectively present information and respond to questions from groups or individuals.

Mathematical Skills:  Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, decimals, percentages and ratios. Ability to interpret and create spreadsheets using Excel. Ability to readily make use of all mathematical skills needed to create project budgets and solve for needed quantitative information as project assumptions are changed.

Reasoning Abilities:  Ability to interpret contracts, budgets, government regulations and professional journals.  Ability to collect data, establish facts, and draw valid conclusions.

Qualifications Requirements: 

The requirements listed above are representative of the knowledge, skills, and/or ability required.  Reasonable accommodation may be provided (except experience levels) to enable individuals with disabilities to perform essential job functions. Basic knowledge and/or understanding of affordable housing management and development, as well as familiar with local, state, and federal programs related to affordable housing such as HUD, Tax Credits, etc. is highly desired.

Other Skills and Abilities:

1. Possession of a valid California Driver’s License, a good driving record, and automobile insurance per requirements of the State of California.
2. Ability to work with individuals and/or groups as a representative of Burbank Housing, both in public and private arenas.  Contacts may include public agency officials, housing development professionals, representatives of the business and financial community and community-based groups.
3. Must be self-motivated and demonstrate initiative.

Supervisory Responsibilities: None.

Physical Demands: 

While performing the duties of this job, the employee is regularly required to walk; sit; use hands to handle objects/operate keyboards, tools, or controls; reach with hands and arms both above the shoulder and below the waist; lift and or carry up to 15 pounds; stoop; kneel and crouch; talk and hear.

Work Environment: 

The noise level in the work environment is usually moderate.

Position type and work schedule:

This is a full-time position. The work schedule is Monday-Friday, from 8:30am – 5pm, with ½ hour meal period. This is an in-house position. Requests for hybrid schedules will be reviewed and evaluated on an individual basis by the director of the department and must be approved by the Director of HR.