Executive Assistant / Assistant Development Manager - Affordable Housing Management : Job Details

*TO BE CONSIDERED FOR THIS ROLE, PLEASE EMAIL A COVER LETTER AND RESUME TO [email protected]*

The Executive Assistant / Assistant Development Manager (EA / ADM) performs a wide variety of tasks in providing direct support to the Executive Director in managing the overall operations of the organization and with development management. The EA / ADM must have the ability to be resourceful and self-directed; complete multifaceted tasks under demanding conditions to accomplish desired results; have strong interpersonal skills; be proficient in developing team-based working relationships; be detail oriented; maintain high level of confidentiality; remain calm and respond quickly to resolve problems which arise in day-to-day activities; and project a professional image and a positive attitude.

PRIMARY RESPONSIBILITIES - EXECUTIVE ASSISTANT:

• Manage the ED calendar, assist ED communications with all constituents (Board, Staff, External).
• Coordinate events, such as Ground Breakings, Ribbon Cuttings, Board Meetings, Holiday Luncheons, etc.
• Provide administrative support to the Executive Director and other employees as assigned.
• Administrative support will include but is not limited to the following: formal and informal communications and reports; developing and editing spreadsheets, developing and editing development schedules in the SmartSheets software; word processing with knowledge of proper formatting and written communications policy.
• Manage and organize files for Executive Director.

PRIMARY RESPONSIBILITES - ASSISTANT DEVELOPMENT MANAGER:

• Assist ED in gathering due diligence items to ensure successful project closings from start to finish
• Organize and review development-related invoices
• Manage and routinely update project development schedules
• Assist in submittal of funding applications, including collecting required documentation,
• Assist in obtaining vendor proposals. Assist ED in establishing development project budgets.
• Assist ED in coordinating planning process with development team members (civil engineer, architect, general contractor, attorney, etc.), to monitor progress toward important deadlines.
• Routinely communicate with the development team regarding project status and schedules.
• Review documents for accuracy and clarity, including but not limited to loan documents, vendor proposals, contracts, financial statements, agreements, and development plans and specifications.
• Assist in project closings, including but not limited to reviewing due diligence checklists, collecting documents, communicating with lenders and other partners, and coordinating meetings.
• Assembling monthly draws for payment for construction projects for ED and Controller review.
• Other development duties as assigned by the ED.

ABILITIES:

• Highly organized and ability to maintain structured scheduled
• Can-do attitude and proactive communication, self-motivated to learn development, willingness to ask proactive questions
• Excellent ability to understand and carry out oral and written instructions.
• Establish and maintain acceptable and effective working relationship with supervisor and fellow employees.
• Relate to and communicate with low-income residents as well as other industry professionals.
• Possession of a valid driver's license and have a dependable insured vehicle. Must provide annual documentation of auto insurance coverage.
• Must possess the ability to obtain a notary, if requested.
• Ability to manage sensitive information and utilize professional discretion.

QUALIFICATIONS:

• Bachelor's degree or equivalent experience with a preference in degrees in a related field (i.e. Construction, Project Management, Design, Finance, etc.)
• Intermediate knowledge of the Microsoft Office Suite, particularly Word and Excel, is required. Familiarity with Adobe Pro is desired.
• Experience in managing multiple priorities, administrative coordination, and logistics.
• Well-organized, detail-oriented, ability to multi-task with great follow-up skills.
• Strong written and verbal communication skills.
• Passionate about the real estate and affordable housing industry.