Executive Assistant

Quadel Consulting & Training; Miami (FL); On-site; USD 38,000 - 52,000; Full time

Job summary

Quadel is seeking an Administrative Assistant to provide comprehensive administrative and clerical support to the Housing Choice Voucher management team across programs, ensuring efficient departmental operations and high-quality customer service.

The role includes data entry, file management, reporting, mail processing, and coordination of meetings and appointments, all while upholding HUD policies and confidentiality. Proficiency in Microsoft Office and a customer-focused mindset are essential.

Qualifications

• High school diploma or equivalent required; additional education desirable.
• Two years’ experience in a professional office environment with customer service and clerical duties preferred.
• Pleasant personality and professional telephone manner essential.
• Excellent customer service, organizational, interpersonal, and written and oral communication skills.
• Ability to work under pressure, solve problems, and manage multiple priorities in a fast-paced environment with minimal supervision.
• Excellent attention to detail and ability to maintain confidentiality.
• Proficient computer skills: Windows, Microsoft Word, Excel; comfortable learning new software and tracking systems.
• Desire to work with low-income, culturally diverse, and at-risk families and individuals.
• English written/spoken proficiency required; Spanish/Creole a plus.

Responsibilities

• Provide administrative and clerical support to assigned department(s), including scheduling meetings, preparing correspondence, and maintaining calendars.
• Answer phones, respond to inquiries, and direct calls to appropriate staff in a professional and courteous manner.
• Greet clients, participants, landlords, and visitors; provide general program information and assistance.
• Prepare, process, and maintain files, records, and documentation in accordance with policies and HUD requirements.
• Assist with data entry in housing management systems.
• Generate reports, track assignments, and support program compliance and reporting requirements.
• Process incoming and outgoing mail, including scanning, filing, and distribution.
• Support scheduling and coordination of briefings, hearings, inspections, and appointments.
• Assist with preparation of forms, notices, and correspondence related to housing programs.
• Maintain confidentiality of sensitive participant and organizational information.
• Provide general support for special projects, audits, or program reviews.
• Perform other administrative duties as assigned.

Skills

Customer service

Organizational skills

Oral and written communication

Multitasking

Confidentiality

Problem solving

Attention to detail

Microsoft Word

Microsoft Excel

Spanish/Creole

Education

High school diploma or equivalent

Some business classes

Tools

Windows

Microsoft Word

Microsoft Excel

Internet

Housing management systems

Job description

At Quadel, we believe great work starts with great people. That’s why we focus on building teams that care deeply about the communities we serve and the colleagues we work beside every day. We’re currently seeking dedicated professionals who are ready to grow with us and help drive our mission forward.

Job Summary

The Administrative Assistant provides a wide range of administrative, clerical, and organizational support to the Housing Choice Voucher management team across multiple programs to ensure efficient departmental operations. This role supports the Housing Choice Voucher (HCV) program office by delivering high-quality customer service, maintaining organized records and assisting with daily office functions. The Administrative Assistant plays a key role in ensuring the effective and efficient operation of the Housing Choice Voucher program through accurate, timely, and professional administrative support.

Duties and Responsibilities

• Provide administrative and clerical support to assigned department(s), including scheduling meetings, preparing correspondence, and maintaining calendars
• Answer phones, respond to inquiries, and direct calls to appropriate staff in a professional and courteous manner
• Greet clients, participants, landlords, and visitors; provide general program information and assistance
• Prepare, process, and maintain files, records, and documentation in accordance with policies and HUD requirements
• Assist with data entry in housing management systems
• Generate reports, track assignments, and support program compliance and reporting requirements
• Process incoming and outgoing mail, including scanning, filing, and distribution
• Support scheduling and coordination of briefings, hearings, inspections, and appointments
• Assist with preparation of forms, notices, and correspondence related to housing programs
• Maintain confidentiality of sensitive participant and organizational information
• Provide general support for special projects, audits, or program reviews
• Perform other administrative duties as assigned

Supervisory Responsibilities

None

Qualifications

• High school diploma or equivalent. Additional education desirable.
• Some business classes preferred but not required.
• Two years’ experience in a professional office environment, performing customer service, clerical and administrative functions preferred.
• Pleasant personality and professional telephone manner is essential.
• Excellent customer service, organizational, interpersonal, oral and written communication skills.
• Ability to work well under pressure and have good problem solving skills.
• Ability to manage multiple priorities and work in a fast-paced environment with minimal supervision.
• Excellent attention to detail and ability to maintain confidentiality.
• Proficient computer skills to include: Windows, Microsoft Word, Excel, Internet, and comfort learning new software and tracking systems.
• Desire to work with low-income, culturally diverse, and at-risk families and individuals.

• Proficiency in written and spoken English is required to effectively communicate with customers, team members, and management.
• Professional working proficiency in Spanish/Creole a plus.

Physical Demands and Work Environment

• Occasionally required to stand.
• Occasionally required to walk.
• Frequently required to sit.
• Continually required to utilize hand and finger dexterity.
• Continually required to talk or hear.
• Continually utilize visual acuity to operate equipment, read technical information, and/or use a keyboard.
• Occasionally/required to lift/push/carry items up to 25lbs.

Quadel is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, age, national origin, disability, veteran status, or any other protected status under applicable law.

Quadel complies with the Americans with Disabilities Act (ADA) and provides reasonable accommodations to qualified individuals with disabilities throughout the hiring process.

Employment is contingent upon successful completion of pre‑employment requirements, which may include background screening, pre-employment drug test and verification of credentials.

This job description reflects the general nature of the position and is not an exhaustive list of duties or responsibilities.