Executive Scheduling & Admin Operations Lead

Atlanta Housing; Seattle (WA); On-site; USD 83,000 - 104,000; Full time

Job summary

Atlanta Housing is seeking an Executive Administrative Manager to lead scheduling operations and provide high-level administrative support to the CEO in a fast-paced environment. The role requires exceptional organization, attention to detail, and the ability to manage invoices, travel arrangements, reimbursements, and executive communications while interfacing with Board Members and government officials.

The ideal candidate will have at least five years in a similar role, proficiency in

Qualifications

• Minimum 5 years of experience in a similar executive administrative role in a large organization or public sector.
• Experience managing dynamic, high-volume schedules.
• Strong written and verbal communication, with professional correspondence.
• Ability to interact with senior-level executives, board members, and government officials.
• High level of confidentiality and discretion when handling sensitive information.

Responsibilities

• Schedule Management: manage the CEO's complex calendar, prioritize meetings and events.
• Travel planning: coordinate domestic and international travel with itineraries.
• Executive correspondence: draft, proofread, and edit communications on behalf of the CEO.
• Executive communications: liaise with Board Members, officials, and civic leaders.
• Invoice and reimbursement processing: review and submit payments per policy.
• Logistics for events: coordinate venues, attendees, and communications.
• Document management: organize digital and physical files.
• Support for special projects and presentations as directed by the CEO.

Skills

Schedule management

Communication skills

Discretion / confidentiality

Prioritization

Stakeholder engagement

Tools

Microsoft Office Suite

Job description

Position Title: Executive Administrative Manager

Department: Executive Office

Reports To: Chief of Staff

Pay Grade: P

Salary Range: 83,000-103,800

Position Summary

The Executive Administrative Manager will lead scheduling operations and provide high-level administrative support to the CEO of a large public housing authority. The ideal candidate will be exceptionally detail-oriented, organized, and have a proven track record of managing complex schedules, crafting executive-level correspondence, and handling essential business functions such as processing invoices, booking travel, managing reimbursements, and other administrative duties. This role requires an individual who is proactive, able to prioritize in a fast-paced environment, and can interface with a wide range of stakeholders, including Board Members, government officials, business, and civic leaders. Efficiency, accuracy, and discretion are paramount in this role.

Essential Duties And Responsibilities

• Schedule Management: Efficiently manage the CEO's complex and dynamic calendar, prioritizing appointments, meetings, and events. Ensure all commitments are met and deadlines are adhered to, while anticipating scheduling conflicts and making adjustments as needed.
• Travel Coordination: Plan and arrange domestic and international travel, including flights, accommodations, transportation, and itineraries. Ensure all travel Arrangements align with the CEO’s schedule and preferences.
• Executive Correspondence: Draft, proofread, and edit high-level communications, including emails, letters, reports, and other correspondence on behalf of the CEO. Ensure clarity, professionalism, and adherence to organizational tone and standards.
• Executive Communications: Serve as a liaison between the CEO and key stakeholders, including Board Members, government officials, business leaders, and other civic leaders. Maintain courteous, professional interactions between stakeholders and the Office of the CEO.
• Invoice and Reimbursement Processing: Review and process invoices, receipts, and reimbursement requests in accordance with organizational policies. Ensure accuracy and timely submission of payments.
• Logistics Planning and Coordination: Assist with the planning and execution of events, including board meetings, public forums, and special engagements. Ensure all logistical details are attended to, from venue coordination to attendee communication.
• Document Management: Organize and maintain digital and physical files, ensuring that important documents and records are easily accessible and up to date.
• Special Projects: Provide support for ad hoc special projects, including presentation preparation and executive correspondence, as directed by the CEO, ensuring efficient execution and follow-through.
  
  

Education And Experience

• Minimum of 5 years of experience in a similar executive administrative role, preferably within a public sector or large organizational environment.
• Proven experience in managing a dynamic and high-volume schedule.
• Exceptional organizational skills with a keen eye for detail and accuracy.
• Strong written and verbal communication skills, with the ability to craft clear, concise, and professional correspondence.
• Ability to interact confidently and professionally with senior-level executives, board members, civic leaders, and government officials.
• Highly proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and other office software.
• Familiarity with invoice processing, travel bookings, and expense management.
• Ability to prioritize and manage multiple tasks simultaneously in a fast-paced environment.
• Strong problem-solving skills and the ability to think ahead to address challenges before they arise.
• High level of confidentiality and discretion in handling sensitive information.
• A proactive and adaptable mindset with a can-do attitude.
  
  

Working Conditions

Works in an office environment that is fast paced with multi-task working conditions. May require frequent bending, stooping, reaching and prolonged sitting and/or standing. May require regular lifting usually not exceeding 15 lbs. Some travel may be required. May require a valid State of Georgia driver's license and be fully insurable for the purpose of obtaining clearance on an authorized drivers list. May spend extended periods of time reviewing, reading and writing legal documents.