Executive Administrative Assistant
2 days ago
Chattanooga
Job DescriptionSalary: $41,206.53 - $72,097.83 The Chattanooga Housing Authority (CHA) seeks a qualified individual for the full-time position of Executive Administrative Assistant. The deadline to submit applications is Friday, January 9, 2026. Position Description The Executive Administrative Assistant provides essential support to the Choice Department Project Director at the Chattanooga Housing Authority (CHA), assisting with communication, coordination, and administrative functions to support the Choice Neighborhoods Implementation (CNI) Project. This role involves frequent engagement with CHA CNI staff members, Resident Engagement Department staff members, directors of other departments, residents, and community stakeholders, as well as periodic interaction with the and the Department of Housing and Urban Development (HUD) to ensure compliance, community involvement, and the successful execution of the CNI One Westside project. Essential Duties and Responsibilities The statements contained herein reflect general details to describe the principal functions of this job, the level of knowledge and skill typically required and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned including work in other functional areas to cover absences or relieve others, to equalize peak work periods or otherwise balance the workload. • Supports the Choice Department in managing administrative tasks associated with the CNI Grant, including scheduling, correspondence, and preparation of grant-related documents for HUD. Works closely with the Project Director to prepare and submit HUD-required reports, quarterly and annual updates, and compliance documentation., • Supports the Project Director in managing the activities of the Choice Department, including handling incoming and outgoing information, drafting and proofreading reports, and ensuring all documentation meets HUD and CHA standards. Coordinates with department heads and project leads to facilitate the timely completion of tasks and compliance with CNI Grant requirements., • Coordinates the planning and execution of special events, resident meetings, and community engagement sessions, ensuring all events align with CNI objectives. Prepares presentations, newsletters, and other materials to communicate project progress and milestones., • Prepares agendas and takes meeting minutes for monthly HUD calls and other CNI-related meetings, ensuring accurate records of discussions and follow-up items., • Work with the IT Department to maintain and update the project website, ensuring all information and events are current and relevant. Prepares and posts content to social media platforms to engage the community and raise awareness about project milestones and events. Graphic design skills are preferred for creating visually appealing content., • Interacts with the CHA Board of Commissioners (Board), HUD staff, elected officials and associated staff, residents, project stakeholders and the general public., • Ensures that all procedures remain current and that effective administrative procedures are followed in order to promote consistent and efficient office practices., • Works to reduce operational expenses and effectively plans administrative expenditures., • Evaluates operational procedures and identifies areas for digital transformation. Maintains accurate records for all CNI-related documentation, ensuring compliance with HUD requirements., • Handles confidential matters with discretion., • Exhibits and encourages behaviors that uphold CHAs core values., • Keeps abreast of HUD, federal, state, and local rules and regulations impacting assigned programs and makes recommendations to the Project Director., • Establishes and maintains effective working relationships with the CHA Board, employees, residents, participants, landlords (as applicable), contractors, as well as city, state, and federal officials and works harmoniously with community stakeholders., • Attends and/or participates in various meetings related to the CHA as required., • Reports consistently to assigned work location(s) in accordance with established work schedule, and must be reliable., • Provides outstanding customer service by responding to phone calls, emails, and written correspondence in a timely, efficient, and appropriate manner., • Performs other duties as directed. Required Knowledge, Skills and Abilities • Ability to communicate with people from a broad range of ethnic and socio-economic backgrounds., • Ability to operate commonly used office equipment, especially the use of personal computers for word processing and spreadsheet applications, scanners, and copiers., • Strong interpersonal skills and effective communication ability, both orally and in writing.Strong organizational, time management, and efficiency skills, with the ability to prioritize tasks, meet deadlines, and manage multiple responsibilities in a fast-paced, changing environment., • Ability to work independently and in-group settings and use sound judgment in decision-making and problem solving., • Ability to work productively and efficiently in a variety of working conditions and environments., • Strong organizational and time management skills., • Knowledge of report preparation techniques and procedures and a demonstrated ability to prepare professional and technical reports and other documents., • Ability to multi-task and maintain organization in a fast paced changing environment., • Ability to perform internet related searches for relevant information as needed by the Project Director. This includes HUD PIH Notices and other updates of HUD handbooks, regulations and procedures. Minimum Education, Training, and/or Experience • A high school diploma/GED is required and graduation from an accredited college or university is preferred., • One to three years of experience in administrative support work, office management or related fields is preferred., • Any equivalent combination of education, training, and experience, which, in the sole determination of the Project Director, provides the required knowledge and abilities, may be considered sufficient. Physical/Mental Requirements • Level of manual dexterity sufficient to allow for operation of office equipment., • Ability to move, handle, or lift small objects in the workplace. Special Requirements • Must possess a valid driver's license, have reliable transportation and be insurable under CHAs automobile insurance if required to drive an automobile by CHA., • Criminal background checks and drug screening will be performed., • Demonstrated proficiency atMicrosoft Word and Excel. The CHA does not unlawfully discriminate in hiring or in any of the terms or conditions of employment because of an individuals race, age, religion, gender, pregnancy or conditions related to pregnancy, national origin, creed, color, military service or veteran status, disability, genetic information, sexual orientation, gender identity, gender expression, or any other characteristic that is protected by applicable local, state, or federal law.