Executive Support Specialist for CEO & Exec Team

Home Builders Institute; Northern (KY); Hybrid; USD 45,000 - 65,000; Full time

Job summary

Home Builders Institute in Washington, DC is seeking an Administrative Assistant to provide high-level administrative and operational support to the President & CEO and the Executive Team. You will manage calendars, coordinate meetings and travel, prepare briefing materials, and handle correspondence with internal and external stakeholders.

You will also support office administration, vendor relationships, and cross-department projects, helping to prioritize priorities and ensure exceptional

Qualifications

• AA/AS or combination of equivalent training, skills and experience.
• 3+ years in an administrative role.
• Experience in nonprofit or government contracts preferred.

Responsibilities

• Provide administrative support to the President & CEO and Executive Team, including calendar management, meeting coordination, travel arrangements, expense reporting, and other administrative needs.
• Coordinate executive schedules and help prioritize appointments, meetings, and organizational commitments.
• Prepare meeting materials, agendas, briefing documents, attendee biographies, presentations, and other supporting resources for executive engagements.
• Draft, proofread, and distribute correspondence, reports, and other executive communications as requested.
• Complete CEO timecard administration and assist with executive expense reporting and documentation.
• Assist with the logistics for Executive Team meetings, retreats, Board meetings, and special events.
• Perform other duties and special projects as assigned to support the Executive Team and organizational priorities.
• Maintain and update CEO business contacts and ensure accurate documentation within Salesforce.
• Maintain confidentiality while handling sensitive organizational and personnel information.
• Build collaborative relationships across departments to support organizational effectiveness.
• Manage conference room reservations and meeting space scheduling.
• Coordinate incoming mail distribution and general office administrative functions.
• Monitor and replenish office and kitchen supplies while maintaining vendor relationships for purchasing.
• Assist with planning and coordinating National Office meetings, events, and hospitality activities
• Coordinate with vendors for meeting services, catering, and event logistics.
• Assist with collecting and organizing content for internal communications, including the Blueprint Bulletin, by coordinating reminders and gathering submissions from departments.
• Support organizational communications projects and administrative initiatives as assigned.
• Provide general administrative support for cross-functional projects and special initiatives involving Executive Team members.

Skills

Written communication

Verbal communication

Interpersonal skills

Customer service

Organizational skills

Multitasking

Education

AA/AS

Tools

Microsoft Office

Outlook

Teams

Salesforce

Constant Contact

Job description

Home Builders Institute in Washington, DC is seeking an Administrative Assistant to provide high-level administrative and operational support to the President & CEO and the Executive Team. You will manage calendars, coordinate meetings and travel, prepare briefing materials, and handle correspondence with internal and external stakeholders.

You will also support office administration, vendor relationships, and cross-department projects, helping to prioritize priorities and ensure exceptional