Executive Assistant

South Portland Housing Authority; South Portland (ME); On-site; USD 38,000 - 45,000; Full time

Benefits offered by this job

457 Retirement Plan

Maine PERS Pension (Maine State Retret

100% Employer Paid DentalInsurance

Vision Insurance

100% Employer Paid Short Term and Long

Long Term Disability Insurance

Employee assistance program

100 % Employer Paid HealthInsurance

Wellness Reimbursement

Health Reimbursement Arrangement

Employer Paid Life insurance

Generous Paid Time Off

13 Paid Holidays

Health Savings Account

Job summary

The South Portland Housing Authority (SPHA) is seeking an organized Executive Assistant to provide confidential administrative support to the Executive Director and assist the Senior Management Team. You will manage calendars, prepare reports, and coordinate board materials to ensure smooth governance and operations.

In this role you will handle sensitive information with discretion, liaise with vendors, oversee budgeting help, travel arrangements, and office IT projects, while maintaining

Qualifications

• Associate degree required; bachelor’s degree preferred.
• 3–5 years of experience in office administration and supervisory management.
• Housing industry experience preferred.
• Excellent written and verbal communication skills.
• Proven ability to handle confidential information with discretion.
• Working knowledge of Microsoft Office Suite.

Responsibilities

• Provide confidential administrative support to the Executive Director.
• Manage calendars and coordinate internal and external meetings.
• Prepare executive correspondence, letters, reports, forms and presentations.
• Coordinate signatures, stamps and document execution.

Skills

Office administration

Supervisory management

Communication

Microsoft Office

Education

Associate degree

Bachelor's degree

Tools

Microsoft Office Suite

Job description

Description

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

Requirements

What you bring

• Associate degree required; bachelor’s degree preferred
• 3–5 years of experience in office administration and supervisory management
• Housing industry experience preferred
• Excellent written and verbal communication skills
• Proven ability to handle confidential information with discretion
• Working knowledge of Microsoft Office Suite

Outstanding Benefit Package Includes:

• 457 Retirement Plan
• Maine PERS Pension (Maine State Retirement Plan)
• 100% Employer Paid DentalInsurance
• Vision Insurance
• 100% Employer Paid Short Term and Long Term Disability Insurance
• Employee assistance program
• 100 % Employer Paid HealthInsurance
• $250 per year Wellness Reimbursement
• Health Reimbursement Arrangement
• Employer Paid Life insurance
• Generous Paid Time Off
• 13 Paid Holidays
• Health Savings Account

Job Type: Full-time

Salary: $27.42 to $32.91 per hour