Associate Corporate Secretary
4 days ago
Philadelphia
The Philadelphia Housing Authority, America's fourth largest public housing authority and leader in real estate development and property management is seeking an Associate Corporate Secretary in the Office of General Counsel. Under direct supervision, the Associate Corporate Secretary provides professional governance and administrative support to the Corporate Secretary and the Office of General Counsel of the Philadelphia Housing Authority (PHA). This role assists in the coordination and execution of Board of Commissioners’ activities, maintenance of official records, and compliance with governance and documentation requirements. The position plays a key role in ensuring accurate recordkeeping, procedural compliance, and effective support of PHA’s governance processes within a public-sector environment. Performs related duties as assigned. Essential functions • Assists the Corporate Secretary in supporting meetings of the Board of Commissioners and its committees, including preparation of agendas, resolutions, minutes, and related materials., • Drafts, records, and maintains accurate minutes and official records of Board and committee meetings., • Assists with the preparation, review, certification, and distribution of Board resolutions, meeting materials, and governance documents., • Maintains and organizes official corporate records, filings, and governance documentation in accordance with statutory and internal requirements., • Assists the Corporate Secretary in coordinating and processing Right-to-Know Law requests, including tracking requests, gathering responsive records, preparing draft materials, and supporting timely responses in accordance with statutory requirements., • Coordinates with internal departments to collect, track, and prepare items requiring Board review or approval., • Supports compliance with statutory, regulatory, and bylaw requirements related to governance and Board actions., • Assists with document execution, attestation, and record retention processes., • Supports public transparency and record-access requirements, as applicable, in coordination with the Corporate Secretary and legal counsel., • Maintains strict confidentiality of sensitive governance and organizational information., • Performs other related duties and responsibilities as assigned. Knowledge, Skills and Abilities Knowledge of: • Principles of corporate governance and board administration., • Public-sector governance requirements applicable to governmental or quasi-governmental entities., • Public records access requirements, including the Pennsylvania Right-to-Know Law, as applicable to public-sector entities., • Records management and document retention practices., • Basic legal and administrative terminology related to governance and public administration., • Office procedures, document management systems, and standard business practices. Skill in: • Preparing, organizing, and maintaining accurate governance records and documentation., • Drafting meeting minutes, resolutions, and correspondence with attention to detail., • Coordinating schedules, deadlines, and meeting logistics., • Managing confidential and sensitive information with discretion., • Using standard office software and document management systems., • Communicating clearly and professionally in written and verbal form. Ability to: • Work effectively under direction while managing multiple priorities., • Ensure accuracy and completeness in governance documentation., • Collaborate with internal departments, leadership, and legal staff., • Maintain confidentiality and professionalism at all times., • Meet deadlines in a high-visibility, deadline-driven environment., • Learn and apply governance procedures and statutory requirements. Supervisory responsibilities None Minimum education Bachelor’s degree from an accredited college or university. Certifications, Clearances, and Licenses required Valid Driver’s License Minimum experience Five (5) years of progressively responsible administrative or governance experience, or a related field, with demonstrated experience supporting a governing board, executive leadership, or committees. Alternative Qualifications An equivalent combination of education, training, and experience that demonstrates the knowledge, skills, and abilities required to perform the essential functions of the positions. Preferred Qualifications/Experience • Experience supporting a governing board or executive office within a governmental, quasi-governmental, or public-sector organization., • Familiarity with records management, meeting management, or governance documentation., • Experience working within or alongside a legal or compliance function., • Juris Doctor (J.D.) degree Travel required • Occasional travel throughout the City of Philadelphia required for meetings, site visits, or other events. How to Apply: All applications will be accepted via PHA's Jobs Board at pha.phila.gov/jobs. About the Philadelphia Housing Authority (PHA) Established in 1937, and with an employment workforce of over 900, the Philadelphia Housing Authority is a municipal agency providing public housing services to over 80,000 residents in the city of Philadelphia, Pennsylvania. Financial support for Authority operations and capital needs comes primarily from rent payments and subsidies provided by the U.S. Department of Housing and Urban Development (HUD). PHA is one of a very select group of housing authorities across the nation that has attained Moving to Work (MTW) status. This designation allows housing agencies the opportunity and flexibility, on a local level, to develop and implement innovative housing and self-sufficiency strategies to benefit public housing residents and Housing Choice Voucher Program (HCVP) participants. PHA is an equal opportunity employer and makes all employment decisions on the basis of individual qualifications without regard to race, creed, color, sex, sexual orientation, gender identify, pregnancy, national origin, ethnicity or ancestry, religion, age, disability, citizenship, marital status, military or veteran status, genetic information, or any other protected characteristic.