Job Opportunity

Special Assistant

Grade: 64
Position Number: SPA-AMD500
Minimum Salary: Commensurate with experience

This position will report to the Executive Vice-President/Chief Operating Officer (EVP/COO) will be responsible for performing a wide range of complex and technical assignments which involve original thinking and independent, non-supervised actions. The incumbent maintains extremely confidential information on a regular basis.

This position is accountable for enhancing the image, credibility and effectiveness of the EVP/COO, particularly with regard to public contacts by scheduling and developing agenda items for meetings with top executives in the public housing field, federal, state and city governments, leaders in Congress, Labor unions and in private industry. In this regard, this position assembles, organizes and prepares background materials for meetings, conferences, speeches, and other public appearances and performs the necessary research, information search and development of profiles for various organizations and committees in which the EVP/COO is involved.

Summary of Primary Accountabilities

Examples of the responsibilities of this position may include:

Enhance the public image of the EVP/COO and the Chicago Housing Authority by efficient and effective handling of top executive contracts with the Authority and with a wide range of external organizations.
Contribute to the EVP/COO’s effectiveness by developing timely, accurate, and thorough reports as required and by assembling on an as needed basis those materials required for meetings, conferences, and public appearances.
Increase the internal efficiency of the EVP/COO’s office by prescreening and appropriately delegating selected materials, determining and setting deadlines and following up and through on the status of assignments to subordinate executive staff.
Will act a liaison to executive staff, executives of other public housing authorities, private and public sector businesses, federal, state, county and city officials and other leaders in public housing.
Receives and screens telephones calls, letters, and or visitors. Answers routine questions and furnishes information on, behalf of EVP/COO.
Schedules meetings and appointments to keep track of availability and time commitments on a daily/weekly basis.
Prepares letters, memos, reports to communicate information regarding department activities and communication with outside vendors.
Maintains physical and computerized records to maintain accurate documentation of Department activities.
Prepares complex reports and presentations, gather and summarizing data using advance office technology graphics and spreadsheets.
Organizes and expedites follow-up action on documents to ensure appropriate information, approval, or signatures are obtained with the specified time frame.
Reviews documents submitted from other departments to ensure appropriate signatures and documentation have been obtained.
Responsible for assisting in maintaining and/or developing an informational system to gather, correlate, analyze, track and report data on the department’s initiatives, activities and outcomes.

Job Specifications

This position requires college level coursework in Business Administration or a related field and a minimum of six years progressive, responsible administrative support experience of an advanced nature. This position requires effective verbal and written communication skills, proofreading skills and Microsoft Office literacy. The ideal candidate will possess a professional office demeanor, be able to maintain a high level of confidentiality and demonstrate excellent organizational skills. The Specialist must be self-driven and able to effectively handle multiple, concurrent tasks. Strong interpersonal skills are needed to interact with a diverse executive staff of in order to coordinate the completion of assignments and to communicate the needs of the CEO/EVP. The successful candidate will be personable, confident, even tempered, mature, diplomatic and collaborative.

This position requires a thorough knowledge of general office practices and procedures; strong analytical and problem-solving skills. The incumbent must be able to deal effectively with the public and governmental officials and possess the ability to work effectively to compliment the management style of the EVP/COO.

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