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Executive Coordinator

Executive Coordinator

Job Description

SCOPE:  The job requires serving as a confidential secretary to the Chief Executive Officer of the Cincinnati Metropolitan Housing Authority.  The incumbent will function as a liaison for the Board of Commissioners.  The individual will frequently interact with all levels of management, outside businesses, residents and neighborhood groups.  In this role the individual’s excellent communications skills (written, verbal) will be constantly put to the test, as will the ability to handle multiple tasks simultaneously while serving as a focal point of a dynamic, fast paced business environment.

  include, but are not necessarily limited to:

  • Assist the Chief Executive Officer and/or independently compose and prepare confidential correspondence, committee reports, resolutions, action motions and reports.
  • Coordinate work in the Executive Office to ensure a timely, effective and efficient operation.
  • Coordinate the preparation of meeting notices, materials and official documents for board meetings.  This includes, prepare the Authority Board meeting agenda and board packets for Board Members and staff.  Notify Board Members, the Legal Counsel and designated administrative staff of regular and special Board meetings.  Attend Board meetings and transcribe, prepare, type and issue Board minutes and resolutions.
  • Monitor, schedule appointments and arrange meetings for the Chief Executive Officer.  This includes, maintain calendars by planning and scheduling meetings, conferences, and teleconferences and respond to all invitations/events received by the Chief Executive Officer.
  • Establish and maintain the Chief executive Officer’s records and files, including master files of HUD directives, handbooks and circulars, and distribute pertinent information to the Department Directors.
  • Track absenteeism for all Executive Office personnel and request and review leave request forms and seek authorization from the Chief executive Officer.
  • Ensure communications with Good Neighbor Agreement organizations are met.
  • Attend evening meeting for Good Neighbor agreement organizations and on an as needed basis.
  • Being able to attend meeting in the place of the Chief Executive Officer.
  • Perform additional duties as assigned.

Job Requirements


  • Two (2) year degree in administrative/secretarial studies or equivalent experience; 
  • Six to Eight (6-8) years executive level secretarial experience;
  • High degree of motivation and self-discipline with a strong work ethic.  Maintain a conscientious approach to work with the ability to meet tight deadlines, anticipate needs and be proactive in order to resolve issues;
  • Strong organizational skills, including the ability to set priorities, juggle multiple tasks, organize time effectively, conduct research and identify resources for projects.  Skilled at coordinating complex meetings;
  • Commitment to providing high quality service through responsiveness to all requests and maintaining a professional demeanor at all times;
  • Strong sense of personal responsibility for the quality of work, including accuracy, reliability, completeness, timeliness and presentation;
  • Strong ability to focus on detail without losing sight of the bigger picture, including monitoring and double-checking work and information for accuracy and quality;
  • Excellent verbal and written communication skills;
  • Exceptional interpersonal skills, including the ability to work both in groups and individually to meet goals and to develop strong working relationships with internal staff and external stakeholders;
  • Exercise good judgment and maintain confidentiality in handling and maintaining critical and sensitive information, records, and reports;
  • Typing speed of at least 75 words per minute (w.p.m.) after errors are deleted;
  • Advanced proficiency in the use of Microsoft software (Windows, Word, Excel, and PowerPoint) while also quickly learning systems and processes specific to the agency.


OTHER:  The incumbent must possess and maintain a valid driver's license in state of residence, and maintain an insurable driving record under the terms and conditions of the CMHA auto liability policy.  The incumbent may have no more than 4 accumulated points in 3 consecutive years.

   As a condition of employment at CMHA, you must agree to and pass a drug screen test, criminal     background check, and motor vehicle check.

  Equal Opportunity Employer/Equal Housing Opportunities

Job Snapshot

Employment Type Full-Time
Job Type Admin - Clerical
Education 2 Year Degree
Experience At least 6 year(s)
Manages Others No
Industry Real Estate - Property Mgt
Required Travel Not Specified
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Executive Coordinator

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