Executive Assistant to the Executive Director - Illinois Housing Development Authority

National Council of State Housing Agencies

Illinois

Hybrid

USD 69,000 - 87,000

Full time

6 hours ago

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Benefits offered by this job

Hybrid work arrangement

Paid time off

401(k) retirement plan

Tuition reimbursement

Flexible spending accounts

Federal student loan forgiveness

Job summary

The Illinois Housing Development Authority (IHDA) is seeking a highly organized Executive Assistant to the Executive Director to provide high-level administrative support and ensure the Executive Office runs efficiently.

You will manage the Executive Director’s calendar, coordinate communications with senior leaders and external stakeholders, and support governance activities and strategic initiatives in a fast-paced, confidential environment.

Qualifications

Bachelor's degree in Business Administration, Public Administration, Political Science, Communications, or related field, or equivalent experience.
3–5 years of progressively responsible experience providing direct administrative support to senior executives, C-suite leaders, or agency heads.
Advanced proficiency in the Microsoft 365 suite.
Experience managing complex executive calendars, coordinating meetings, and balancing multiple priorities in a fast-paced environment.
Exceptional written and verbal communication skills, with strong attention to detail.
Strong organizational, analytical, and problem-solving skills, with initiative.
Ability to build effective working relationships with executive leadership and stakeholders.
Demonstrated discretion and professionalism when handling confidential information.
Ability to adapt to changing priorities while meeting deadlines.

Responsibilities

Manage the Executive Director’s calendar, coordinate meetings, prioritize competing requests, and allocate time to organizational priorities.
Track action items, deadlines, and follow-ups to keep projects moving forward.
Draft, edit, and prepare professional executive-level correspondence, memoranda, and presentations.
Serve as a key liaison between the Executive Director, senior leadership, government officials, and external stakeholders.
Prepare for high-level meetings with organized materials and logistics.
Support strategic initiatives related to affordable housing and public policy.
Coordinate travel arrangements and stakeholder events for executive leadership.
Provide backup administrative support for Board of Directors meetings and governance activities.
Identify tools, processes, and solutions to improve efficiency and communication within the Executive Office.

Skills

Advanced MS 365 proficiency

Executive calendar management

Written and verbal communication

Organizational/analytical skills

Relationship building with executives

Discretion and professionalism

Adaptability to changing priorities

Education

Bachelor's degree or higher in related field

Tools

Outlook

Word

Excel

PowerPoint

Teams

SharePoint

Job description

Organization: Illinois Housing Development Authority

Department: Executive

Join our Team!

At IHDA we strive to create and maintain a work environment that promotes diversity, recognition and inclusion. IHDA is committed to hiring and investing in individuals of diverse talents and backgrounds to ensure a range of perspectives and experiences inform and guide our work of financing affordable housing in the state of Illinois.

Who we are:

The Illinois Housing Development Authority (IHDA) is one of the Nation’s preeminent Housing Finance Agencies and one of the State’s ten largest financial institutions. Our mission is to finance the creation and preservation of affordable housing across the state. IHDA oversees more than 20 federal and state programs on behalf of the state of Illinois and serves as one of the state’s primary resources for housing policy and program administration. For over 50 years, IHDA has led the state in financing and supporting affordable housing.

Summary:

The Illinois Housing Development Authority (IHDA) is seeking a highly organized, proactive, and resourceful Executive Assistant to the Executive Director to provide high-level administrative and operational support to the agency’s executive leadership.

This position plays an important role in keeping the Executive Office running efficiently, managing competing priorities, coordinating communications, and ensuring critical initiatives move forward. Serving as a trusted partner to the Executive Director, the Executive Assistant will work closely with senior leadership, government officials, external stakeholders, and teams across the organization.

The ideal candidate is a strategic thinker and exceptional problem-solver who thrives in a fast-paced environment, anticipates needs before they arise, and brings professionalism, discretion, and sound judgment to every interaction.

This is an opportunity to work at the center of an organization dedicated to expanding access to affordable housing and strengthening communities throughout Illinois.

What You'll Do:

Provide strategic executive support: Manage the Executive Director’s complex calendar, coordinate meetings, prioritize competing requests, and ensure time and resources are aligned with organizational priorities.
Drive organization and follow-through: Track action items, monitor deadlines, coordinate follow-up communications, and develop efficient systems to keep projects and commitments moving forward.
Coordinate executive communications: Draft, edit, and prepare professional correspondence, memoranda, presentations, briefing materials, and other executive-level documents.
Serve as a key point of contact: Facilitate communication between the Executive Director, senior leadership, government officials, community partners, and external stakeholders while ensuring inquiries are handled appropriately.
Prepare for high-level meetings: Gather relevant information, organize meeting materials, coordinate logistics, and ensure the Executive Director is prepared for important discussions and decisions.
Support strategic initiatives: Conduct research, gather and analyze information, and assist with special projects related to affordable housing, public policy, and agency operations.
Coordinate travel and events: Manage travel arrangements, itineraries, site visits, executive meetings, and stakeholder events to ensure seamless execution.
Support executive operations and governance: Partner with the Executive Coordinator to maintain efficient Executive Office workflows and provide backup administrative support for Board of Directors meetings and related activities.
Identify opportunities for improvement: Recommend tools, processes, and organizational solutions that enhance efficiency, communication, and coordination across the Executive Office.

Required Qualification:

Bachelor's degree in Business Administration, Public Administration, Political Science, Communications, or a related field; equivalent professional experience will also be considered.
3-5 years of progressively responsible experience providing direct administrative support to senior executives, C-suite leaders, corporate officers, or agency heads.
Advanced proficiency in Microsoft 365, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
Demonstrated experience managing complex executive calendars, coordinating meetings, and balancing multiple priorities in a fast-paced environment.
Exceptional written and verbal communication skills, with strong attention to detail and the ability to prepare polished, professional documents.
Strong organizational, analytical, and problem-solving skills, with a demonstrated ability to anticipate needs and take initiative with minimal direction.
Ability to build effective working relationships with executive leadership, internal teams, and external stakeholders.
Demonstrated discretion, sound judgment, and professionalism when handling confidential or sensitive information.
Ability to adapt to changing priorities while consistently meeting deadlines and maintaining a high level of accuracy.

Preferred Qualifications:

Experience supporting executive leadership within a government agency, public-sector organization, or complex corporate environment.
Experience working across multiple departments or within a matrixed organizational structure.
Familiarity with corporate governance, Board of Directors operations, or executive-level administrative processes.
Experience conducting research, synthesizing information, and developing executive presentations or briefing materials.
Proficiency with secure document management systems and digital collaboration tools.
Familiarity with affordable housing, public policy, community development, or government relations.

Physical Requirements:

Alternating between sitting, standing, and walking. Ascending and descending stairs. Crouching and stooping. Pushing and pulling. Reaching overhead or below. Repetitive task movements (filing, keyboarding, copying). Lifting, carrying, and moving objects of up to 10-15 pounds.

What we Offer:

At IHDA, we value our employees and offer a competitive compensation and benefits package designed to support your professional growth, health, and well-being.

Competitive Salary: $69,487.71 - $86,859.64 annually.
Hybrid Work Arrangement: Enjoy the flexibility of our current hybrid work schedule. Candidates must reside in Illinois at the time of hire.
Paid Time Off: Generous paid time off and paid holidays.
Comprehensive Insurance: Medical, dental, vision, and life insurance coverage.
Disability Coverage: Short- and long-term disability benefits.
Retirement Savings: 401(k) plan with immediate vesting.
Professional Development: Tuition reimbursement to support continued learning and career growth.
Additional Benefits: Flexible spending accounts and potential eligibility for federal student loan forgiveness programs.

Additional Position Requirements