Administrative Associate

Job Description

Nature of Work

The Administrative Associate to Operations and Programs and Planning provides administrative support to the Director of Operations and the Director of Programs and Planning. This position coordinates access to the Directors for both internal and external sources, maintains and manages their schedules, and manages all correspondence. The Administrative Associate to Operations and Programs and Planning also participates in various projects as assigned by Directors.

Responsibilities

· Attain technical proficiency in all related CHDC systems and applications

· Manage all aspects of Directors’ calendars, including setting appointments and organizing meetings

· Screen, field and direct all phone calls for prompt response

· Maintain phone log

· Review and prioritize all incoming correspondence, both paper and electronic

Direct to appropriate staff members for response and follow up

Respond directly to correspondence as needed

· Draft, prepare and revise documents for public presentations

Prepare and submit business expenses through expense management system for Directors as well as key team members as designated by Directors

· Produce and maintain reports issued by Directors

· Catalog and maintain outgoing correspondence

· Correspond with vendors, contractors, and tenants on behalf of Directors as needed

· Act as liaison between Directors of Operations and Programs and Planning and other staff

· Utilize property management, maintenance and work order management, and task and project management

systems for tasks as needed

· Maintain onsite presence at residential properties two times per week as dictated by Director

· Coordinate occupancy activities, such as unit transfers and community rental initiatives

· Function as backup for Main Office Receptionist as needed for breaks and absence

· Participate in special projects as assigned

· Provide organizational support as needed

Requirements and Qualifications

· Bachelor’s degree or equivalent

· At least 3 years of experience in administrative assistance

· Background in affordable housing, property management, or related field preferred

· Heavy administrative expertise with exceptional attention to detail

· Ability to work independently on deadline-driven tasks

· Technology literacy including MS Office, with strong Word, PowerPoint, and Excel proficiency

· Knowledge of MaintainX or other maintenance management software preferred

· Knowledge of Yardi, or other property management software a plus

· Excellent organizational skills

· Strong written and verbal communication skills

· Ability to manage competing priorities

· Ability to take direction from multiple staff members

· Experience working with diverse populations

· Spanish speaking a plus

Reports to

Director of Operations and Director of Programs and PlanningCompany Description

Clinton Housing Development Company (CHDC) builds community by preserving and creating high quality, permanently affordable housing in the Clinton/Hell's Kitchen and Chelsea neighborhoods on the West Side of Manhattan. We integrate community, cultural and green spaces into developments and provide consulting services for larger community initiatives. We collaborate with neighborhood and citywide stakeholders in both the public and private sectors. CHDC developments promote diversity and economic integration by respecting and valuing the people, history and physical character of the community.

Full-time