Executive Assistant - Operations
17 days ago
Omaha
Job Description Join our Team at the Omaha Housing Authority! Are you passionate about making a real difference in the community? Do 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 2,700 public housing units and up to 4,300 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, • 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. $49,985 – $72,480 Job Function The Executive Assistant to Operations role provides high‑level 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 COO’s 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 follow‑up lists., • Serve as back‑up to the Executive Assistant to the CEO, providing coverage and support as needed. Operational Support & Coordination • Coordinate cross‑departmental project workflows; monitor progress, track deadlines, and ensure follow‑up on assigned tasks to support timely completion., • Assist in compiling and preparing weekly, monthly, and quarterly operational reports, including HUD‑required 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 community‑facing 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 • Bachelor’s 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 .
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