Executive Administrative Assistant

Your Team

The Office of Asset and Property Management (APM) leads the agency's efforts to protect the City's investment in affordable housing and ensure that properties remain stable, financially sound, and affordable over the long term. APM actively monitors the performance and regulatory compliance of projects sponsored, supervised, and owned by the City, while also connecting individuals and families to affordable housing opportunities.

APM is composed of three divisions: Asset Management, Property Management, and Housing Supervision.

The Executive Administrative Assistant to the Deputy Commissioner (Senior-Level) provides high-level executive, administrative, and operational support to the Deputy Commissioner of Asset and Property Management.

The Deputy Commissioner oversees a cross-functional workforce of more than 300 employees and is responsible for asset management and compliance oversight of large-scale and scattered-site housing portfolios, supervision of the Mitchell-Lama portfolio, housing placement and search services, administration of emergency sheltering and relocation services, and management of City-owned residential and commercial properties.

The Executive Administrative Assistant serves as a trusted senior support professional who ensures the seamless functioning of the Deputy Commissioner's office in a high-visibility, fast-paced governmental environment.

Your Impact

As the Executive Administrative Assistant, you are the operational anchor of the Deputy Commissioner's office. You ensure executive priorities move efficiently, communications are managed with precision, meetings are coordinated strategically, and sensitive matters are handled with discretion. Your work directly supports leadership decisions impacting affordable housing preservation, compliance oversight, housing placement operations, and emergency relocation services citywide.

Your Role

You will manage complex executive scheduling, coordinate high-level meetings and hearings, oversee confidential communications, and support executive workflow across multiple divisions. You will serve as a liaison between the Deputy Commissioner and division directors, City Hall representatives, HPD Executive Leadership, City Council staff, and other stakeholders. You must exercise sound judgment, professionalism, and discretion while managing competing priorities in a politically sensitive and time-sensitive environment.

Your Responsibilities

Executive Scheduling & Meeting Coordination

• Manage and prioritize a complex, high-volume executive calendar.
• Coordinate internal and external meetings, including City Council hearings, Commissioner briefings, and City Hall engagements.
• Prepare and organize meeting materials, agendas, and briefing packets.
• Confirm logistics for hearings, public appearances, and executive sessions.
• Track follow-up actions and ensure timely completion of assignments.

Executive Communications & Documentation

• Draft, review, and format executive correspondence, memoranda, and internal directives.
• Screen and prioritize incoming communications and inquiries.
• Maintain secure and organized electronic and physical filing systems.
• Manage confidential and sensitive materials with discretion.

Interoffice & Stakeholder Coordination

• Serve as liaison between the Deputy Commissioner and division leadership.
• Coordinate cross-divisional updates and status reports.
• Support preparation for executive-level presentations and policy discussions.
• Interface with City, State, and Federal stakeholders as directed.

Administrative & Operational Oversight

• Monitor time-sensitive approvals, submissions, and internal documentation.
• Assist with personnel-related administrative processes.
• Coordinate travel, site visits, and field engagements.
• Provide in-person support during major hearings and executive meetings.

On-Site & Executive Presence Requirements

• Maintain consistent in-office presence to support real-time executive needs.
• Attend hearings, executive briefings, and high-level meetings as required.
• Support urgent matters requiring immediate response.
• Work extended hours when necessary to align with executive schedules and public engagements.

Minimum Qualifications

• A bachelor's degree from an accredited college or university; and
• At least five (5) years of progressively responsible experience providing executive-level administrative support to senior leadership in government, public sector, or large organizational environments.

Preferred Qualifications

• Experience supporting executive leadership in housing, public administration, or regulatory environments.
• Demonstrated ability to manage high-volume executive calendars in politically sensitive environments.
• Exceptional written and verbal communication skills.
• Strong organizational, time-management, and problem-solving abilities.
• Proficiency in Microsoft Office Suite and executive document preparation.
• Ability to exercise discretion and independent judgment.

Preferred Skills

• Exceptional communication and writing skills.
• Proficiency in MS Word, Excel, Powerpoint, Outlook and Share Point.
• Strong analytical ability and attention to detail
• Excellent interpersonal skills

Qualifications & Requirements

• A baccalaureate degree from an accredited college and two years of experience in community work or community centered activities in an area related to the duties described above; or
• High school graduation or equivalent and six years of experience in community work or community centered activities in an area related to the duties as described above; or
• Education and/or experience which is equivalent to "1" or "2" above. However, all candidates must have at least one year of experience as described in "1" above.