Executive Administrative Assistant

Housing Authority of the City of Shreveport; Shreveport (LA); On-site; USD 52,000 - 66,000; Full time

Job summary

Housing Authority of the City of Shreveport (HACS) is seeking an Executive Administrative Assistant to provide high-level support to the executive leadership team. The role manages calendars, drafts correspondence, prepares reports, and coordinates Board meetings, serving as a professional liaison for residents and partners.

Ideal candidates are highly organized, discreet, and comfortable in a fast-paced public agency environment.

Qualifications

• Bachelor's degree in business administration, public administration, communications, or related field.
• Advanced proficiency in Microsoft Office 365 (Outlook, Word, Excel, PowerPoint, Teams).
• Excellent written and verbal communication skills with strong grammar and proofreading abilities.
• Ability to handle confidential and sensitive information with discretion.
• Valid Louisiana driver’s license and reliable transportation.
• Ability to pass a background check and drug screening.

Responsibilities

• Manage executive calendars, schedule meetings, and coordinate travel for the executive team.
• Screen calls, emails, and visitors; prioritize and route inquiries.
• Draft, edit, and proofread correspondence, memos, reports, and presentations.
• Track deadlines and action items to keep priorities on schedule.
• Maintain confidential files and records per policies and public records requirements.
• Process invoices, expense reports, and other administrative documents.
• Assist with public records requests and HUD-related documentation.
• Coordinate agency events, board meetings, and executive communications.

Skills

Excellent written & verbal

Organizational skills

Discretion with confidential info

Education

Bachelor's degree in business/public administration or communications

Tools

Microsoft Office 365

Outlook

Word

Excel

PowerPoint

Teams

Job description

For more than 85 years, the Housing Authority of the City of Shreveport (HACS) has provided quality, affordable housing to families across our community. HACS manages more than 1,400 housing units and serves over 6,500 residents through its Housing Choice Voucher programs, while continuously investing in new developments.

Position Summary

The Executive Administrative Assistant provides high-level administrative support to members of the executive leadership team. This role manages executive calendars, prepares correspondence and reports, coordinates Board of Commissioners meetings, and serves as a professional point of contact for residents, partners, elected officials, and the public. The ideal candidate is highly organized, discreet, and comfortable working in a fast-paced public agency environment.

Essential Duties and Responsibilities

Executive support

• Manage complex calendars, schedule meetings, and coordinate travel for the executive team
• Screen calls, emails, and visitors, using sound judgment to prioritize and route inquiries
• Draft, edit, and proofread correspondence, memos, reports, and presentations
• Track deadlines, action items, and follow-ups to keep executive priorities on schedule

Office and records management

• Maintain confidential files and executive records in accordance with HACS policies and public records requirements
• Process invoices, expense reports, purchase requests, and other administrative documents
• Assist with public records requests, HUD-related documentation, and agency reports as directed

Communications and events

• Serve as a professional liaison with residents, community partners, elected officials, HUD representatives, and the public
• Coordinate agency events, community meetings, ribbon cuttings, and groundbreakings
• Support preparation of the annual report, presentations, and executive communications

Other duties

• Perform other related duties as assigned

Required Qualifications

• Bachelor's degree from an accredited college or university in business administration, public administration, communications, or a related field
• Advanced proficiency in Microsoft Office 365, including Outlook, Word, Excel, PowerPoint, and Teams
• Excellent written and verbal communication skills, with strong grammar, editing, and proofreading abilities
• Demonstrated ability to handle confidential and sensitive information with discretion
• Valid Louisiana driver's license and reliable transportation
• Ability to pass a background check and drug screening

Preferred Qualifications

• Experience in a public housing authority, local government, or nonprofit setting
• Familiarity with HUD programs and regulations
• Two (2) or more years of administrative experience

Knowledge, Skills, and Abilities

• Strong organizational and time management skills, with the ability to manage multiple priorities and deadlines
• Sound judgment and the ability to work independently with minimal supervision
• Professional, courteous demeanor when working with residents, staff, partners, and officials
• Attention to detail and accuracy in documents, records, and data
• Ability to build effective working relationships across all levels of the organization

Working Conditions

Work is performed primarily in an office setting. The role requires prolonged computer use, occasional lifting of up to 25 pounds, and periodic travel to HACS properties and community events. Some evening hours are required for board meetings and agency events.

HACS offers a competitive benefits package, including [health, dental, and vision insurance; retirement plan; paid time off and holidays)

Equal Opportunity Employer

The Housing Authority of the City of Shreveport is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other characteristic protected by law. Reasonable accommodations are available upon request.