Executive Assistant

South Portland Housing Authority (SPHA) is looking for an organized, discreet and proactive Executive Assistant. You will give confidential administrative support to the Executive Director, and support and coordination to the Senior Management Team and other staff.

You will support our Board of Commissioners by preparing monthly board packets, agendas, resolutions and minutes. You will also keep the office running smoothly by overseeing budgets, technology, vendors and day-to-day operations.

What you’ll do:

Board and governance

• Prepare, format and distribute monthly Board of Commissioners meeting packets
• Prepare board agendas, resolutions and meeting minutes, and transcribe proceedings confidentially
• Maintain board records and official documents
• Track board member terms, appointments and correspondence

Executive and administrative support

• Provide a wide range of confidential administrative support to the Executive Director
• Manage calendars and coordinate internal and external meetings
• Prepare executive correspondence, letters, reports, forms and presentations
• Manage incoming correspondence and direct inquiries
• Coordinate signatures, stamps and document execution
• Plan events and arrange travel
• Track action items and follow-up tasks from management meetings

Office operations and finance

• Review and approve office bills, and help budget for office and IT needs
• Manage office vendors, supply inventory and equipment maintenance
• Lead office technology projects, such as new scanners and phones, and manage telecommunications
• Set up workstations and computers for new hires, working with IT
• Organize electronic and paper filing systems, and maintain templates and standard forms
• Cover the reception phones as needed

Communications

• Maintain and update the SPHA website
• Coordinate public relations, logo use and publications, including the annual report, newsletters, brochures and press releases