Executive Assistant to the Executive Director

Department: Administration
Employment Type: Full-Time
Minimum Experience: Mid-level
Compensation: 42,000.00 - 45,000.00

Position Summary:

The Amsterdam Housing Authority (AHA) is seeking a highly skilled, reliable, and discreet Executive Assistant to provide high-level administrative support to the Executive Director (ED). This is a critical role requiring confidentiality, initiative, and the ability to effectively manage multiple priorities in a fast-paced public agency environment. The Executive Assistant will serve as a direct liaison between the ED and internal/external stakeholders and is responsible for supporting the ED with scheduling, communication, research, project coordination, and documentation.

Key Responsibilities:

• Provide confidential executive-level administrative support to the Executive Director
• Assist with special projects and manage internal and external communications
• Coordinate ED’s daily schedule, meetings, and travel arrangements
• Prepare agendas, materials, and reports for meetings and public functions
• Attend Board of Commissioners meetings; take and transcribe minutes
• Maintain filing systems for official documents and confidential records
• Serve as department timekeeper and support payroll processing
• Facilitate onboarding and training for Commissioners and assist with retreats
• Develop efficient office procedures and support process improvements
• Manage incoming communications, prioritize requests, and coordinate responses
• Perform related duties as assigned

Required Knowledge, Skills, and Abilities:

• Strong organizational skills and the ability to manage complex schedules
• High degree of discretion and professionalism when handling sensitive information
• Excellent written and verbal communication skills
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Familiarity with HUD housing programs, federal/state housing regulations preferred
• Strong judgment, initiative, and the ability to work independently and as part of a team
• Experience preparing meeting minutes, summaries, and executive-level documentation
• Ability to perform in a dynamic environment with competing priorities and deadlines

Minimum Qualifications:

Applicants must meet one of the following requirements:

• Option A: Bachelor’s degree in business administration, public administration, social sciences, human services, or a related field
• Option B: Associate’s degree in a related field and at least two (2) years of experience providing executive-level support
• Option C: High school diploma and four (4) years of full-time experience in public contact work, public relations, or executive-level support
• Option D: An equivalent combination of education and experience as defined above

Special Requirements:

• Must possess a valid driver’s license and be insurable under AHA’s vehicle insurance policy
• Residency in Montgomery County, NY is required
• Availability to work outside standard business hours as needed
• This is a competitive civil service position, which may be filled provisionally pending the results of a civil service examination