Georgia
Executive Administrative Assistant to Deputy Commissioner
Georgia, Atlanta, Georgia, United States, 30301
Executive Administrative Assistant
Make a difference and join the DCA Team! DCA gives employees more to do than merely make a living. We are serious about helping Georgia's families live more abundantly with a greater sense of hope and achievement. If public service, a great environment, and the desire to enrich the lives of others motivate you to do your best work, you should consider joining the DCA Team. Our Mission To help build strong, vibrant communities. Our Vision For Georgians of today and tomorrow to have the opportunity to live and work in thriving communities Our Culture DCA is dedicated to helping build strong, vibrant communities. We are a diverse team of highly competent and committed professionals who strive to help people and communities thrive through technical expertise, innovative thinking and a passion for making a difference. Team members are at their best when collaborating and supporting each other as they perform challenging and dynamic work. We are serious about helping Georgia's families live more abundantly with a greater sense of hope and achievement. If public service and the desire to enrich the lives of others motivates you to do your best work, you should consider joining the DCA Team. General Description: Technical support and administrator for the Housing Finance and Development Division's (HFDD) Emphasys software solution implementation and ongoing use. Candidate must be able to communicate necessary information to (3) HFDD Office Directors to address individual needs for administering the Investment & Management Control, Compliance/Asset Management, Multi-Family Loan Servicing and Grants Management modules, as well as make suggestions for how to improve operations as needed. Position Description: The Georgia Department of Community Affairs (DCA) is seeking an Executive Administrative Assistant for the Housing Assistance Division to the Deputy Commissioner. The Executive Assistant provides high-level administrative and strategic support to the Deputy Commissioner, serving as a trusted partner in ensuring the efficient operation of the office. This role requires exceptional judgment, discretion, and professionalism. The Executive Assistant will manage complex scheduling, coordinate priority initiatives, facilitate communication with internal and external stakeholders, and support the Deputy Commissioner in carrying out organizational goals. Key Responsibilities: Executive Support Serve as the primary point of contact and liaison for the Deputy Commissioner with senior leaders, government officials, community partners, and stakeholders. Manage an active calendar of appointments, ensuring priorities are addressed and time is allocated effectively. Coordinate high-level meetings, conferences, and speaking engagements, including preparation of agendas, briefing materials, and follow-up actions. Draft, edit, and review correspondence, presentations, and reports with a high degree of accuracy and professionalism. Ensure the Deputy Commissioner is fully prepared for meetings, briefings, and public appearances. Strategic & Operational Support Monitor and track key initiatives, projects, and deadlines; ensure timely progress and completion. Anticipate needs, proactively resolve issues, and provide recommendations to enhance decision-making and efficiency. Maintain confidentiality of sensitive information and exercise discretion in all communications. Support organizational priorities by aligning administrative functions with the Deputy Commissioner's strategic agenda. Communication & Relationship Management Act as a liaison between the Deputy Commissioner's office and internal/external stakeholders, fostering positive relationships. Handle incoming inquiries and requests, prioritizing issues and delegating as appropriate. Represent the Deputy Commissioner's office with professionalism, diplomacy, and tact. Office & Administrative Oversight Oversee document management, ensuring accuracy, organization, and compliance with agency standards. Coordinate travel logistics, including accommodations, itineraries, and expense reporting. Assist with budget tracking, procurement processes, and other administrative requirements as needed. Core Competencies: Executive Presence
Confident, poised, and credible in interactions at all levels. Judgment & Discretion
Handles sensitive matters with confidentiality and tact. Strategic Thinking
Anticipates needs and aligns work with organizational priorities. Adaptability
Thrives in a fast-paced, dynamic environment with shifting priorities. Collaboration
Builds strong, trusting relationships across diverse stakeholders. Job Duties and Responsibilities Ability to understand and explain the programs with the Homeownership team and its regulations to landlords, tenants, program participants and th Continually provide outstanding customer service to all stakeholders. Work requires the ability to read, understand, explain, and apply program guidelines and regulations and prepare clear and concise reports; understand and follow written and oral instructions accurately and consistently with a minimum of supervision; operate computers and other electronic devices with word processing, spreadsheet, and other rental assistance and/or housing software. Answer and direct phone calls. Write, distribute email, correspondence memos, faxes, and forms. Manage projects for the Division Director. Perform other related duties, as assigned. Knowledge, Skills, & Abilities: Excellent communication and public speaking skills Excellent knowledge of the Microsoft Office Suite (Outlook, Teams, Word, Excel, PowerPoint) Ability to work autonomously and efficiently while being a good steward of the state's resources Minimum Qualifications: Bachelor's degree from an accredited college or university AND three years of related experience OR an equivalent combination of related experience, education and training. Ability to exercise considerable judgement and discretion Excellent organizational skills with the ability to multi-task, meet deadlines, and work in a fast-paced environment Excellent customer service skills with the ability to work well under pressure Solid oral and written communication skills Strong computer skills including Microsoft Office Suite Must be detail oriented and organized Minimum of 710 years of progressively responsible administrative/executive support experience, preferably in a government, nonprofit, or corporate setting. Demonstrated ability to support senior executives in a fast-paced, complex environment. Strong organizational, problem-solving, and project management skills with exceptional attention to detail. Superior written and verbal communication skills. Preferred Qualifications: Preference will be given to applicants who in addition to meeting the agency specific minimum qualifications possess at least one of the following: Knowledge of local government operations Excellent presentation and public speaking skills Familiarity with the various programs within DCA Team Georgia Marketplace Experience Experience in an office setting with excellent customer service skills. Experience composing and formatting correspondence and other documents. Experience in the Concur Travel system, experience in travel arrangements Experience in preparing meeting agendas Working Conditions (Travel, Hours, Environment) The employee will work up to 40 hours/week with occasional evening/overnight events. Orientation will take place at the Georgia Department of Community Affairs, Central Office, 60 Executive Park South, NE, Atlanta, GA 30329 and the employee will be working in person on a hybrid schedule at the Central Office for three (3) days in the office and two (2) days remote work. Duties will require in-office presence and potentially some off-site travel. Physical / Sensory Requirements: Work is principally stationary, but the person in this position needs to occasionally move about inside the office to access file cabinets, office machinery, etc., and constantly operates a computer and other office equipment. Must be able to remain in a stationary position 50% of the time. Must be able to perform office-related duties. Must be able to operate office equipment. Must be able to establish and maintain effective working relationships with employees, tenants, and community agencies and other entities that provide services. Must be able to perform essential job functions, with or without reasonable accommodation. Must be able to perform essential job functions in an environment that will sometimes include increased levels
Make a difference and join the DCA Team! DCA gives employees more to do than merely make a living. We are serious about helping Georgia's families live more abundantly with a greater sense of hope and achievement. If public service, a great environment, and the desire to enrich the lives of others motivate you to do your best work, you should consider joining the DCA Team. Our Mission To help build strong, vibrant communities. Our Vision For Georgians of today and tomorrow to have the opportunity to live and work in thriving communities Our Culture DCA is dedicated to helping build strong, vibrant communities. We are a diverse team of highly competent and committed professionals who strive to help people and communities thrive through technical expertise, innovative thinking and a passion for making a difference. Team members are at their best when collaborating and supporting each other as they perform challenging and dynamic work. We are serious about helping Georgia's families live more abundantly with a greater sense of hope and achievement. If public service and the desire to enrich the lives of others motivates you to do your best work, you should consider joining the DCA Team. General Description: Technical support and administrator for the Housing Finance and Development Division's (HFDD) Emphasys software solution implementation and ongoing use. Candidate must be able to communicate necessary information to (3) HFDD Office Directors to address individual needs for administering the Investment & Management Control, Compliance/Asset Management, Multi-Family Loan Servicing and Grants Management modules, as well as make suggestions for how to improve operations as needed. Position Description: The Georgia Department of Community Affairs (DCA) is seeking an Executive Administrative Assistant for the Housing Assistance Division to the Deputy Commissioner. The Executive Assistant provides high-level administrative and strategic support to the Deputy Commissioner, serving as a trusted partner in ensuring the efficient operation of the office. This role requires exceptional judgment, discretion, and professionalism. The Executive Assistant will manage complex scheduling, coordinate priority initiatives, facilitate communication with internal and external stakeholders, and support the Deputy Commissioner in carrying out organizational goals. Key Responsibilities: Executive Support Serve as the primary point of contact and liaison for the Deputy Commissioner with senior leaders, government officials, community partners, and stakeholders. Manage an active calendar of appointments, ensuring priorities are addressed and time is allocated effectively. Coordinate high-level meetings, conferences, and speaking engagements, including preparation of agendas, briefing materials, and follow-up actions. Draft, edit, and review correspondence, presentations, and reports with a high degree of accuracy and professionalism. Ensure the Deputy Commissioner is fully prepared for meetings, briefings, and public appearances. Strategic & Operational Support Monitor and track key initiatives, projects, and deadlines; ensure timely progress and completion. Anticipate needs, proactively resolve issues, and provide recommendations to enhance decision-making and efficiency. Maintain confidentiality of sensitive information and exercise discretion in all communications. Support organizational priorities by aligning administrative functions with the Deputy Commissioner's strategic agenda. Communication & Relationship Management Act as a liaison between the Deputy Commissioner's office and internal/external stakeholders, fostering positive relationships. Handle incoming inquiries and requests, prioritizing issues and delegating as appropriate. Represent the Deputy Commissioner's office with professionalism, diplomacy, and tact. Office & Administrative Oversight Oversee document management, ensuring accuracy, organization, and compliance with agency standards. Coordinate travel logistics, including accommodations, itineraries, and expense reporting. Assist with budget tracking, procurement processes, and other administrative requirements as needed. Core Competencies: Executive Presence
Confident, poised, and credible in interactions at all levels. Judgment & Discretion
Handles sensitive matters with confidentiality and tact. Strategic Thinking
Anticipates needs and aligns work with organizational priorities. Adaptability
Thrives in a fast-paced, dynamic environment with shifting priorities. Collaboration
Builds strong, trusting relationships across diverse stakeholders. Job Duties and Responsibilities Ability to understand and explain the programs with the Homeownership team and its regulations to landlords, tenants, program participants and th Continually provide outstanding customer service to all stakeholders. Work requires the ability to read, understand, explain, and apply program guidelines and regulations and prepare clear and concise reports; understand and follow written and oral instructions accurately and consistently with a minimum of supervision; operate computers and other electronic devices with word processing, spreadsheet, and other rental assistance and/or housing software. Answer and direct phone calls. Write, distribute email, correspondence memos, faxes, and forms. Manage projects for the Division Director. Perform other related duties, as assigned. Knowledge, Skills, & Abilities: Excellent communication and public speaking skills Excellent knowledge of the Microsoft Office Suite (Outlook, Teams, Word, Excel, PowerPoint) Ability to work autonomously and efficiently while being a good steward of the state's resources Minimum Qualifications: Bachelor's degree from an accredited college or university AND three years of related experience OR an equivalent combination of related experience, education and training. Ability to exercise considerable judgement and discretion Excellent organizational skills with the ability to multi-task, meet deadlines, and work in a fast-paced environment Excellent customer service skills with the ability to work well under pressure Solid oral and written communication skills Strong computer skills including Microsoft Office Suite Must be detail oriented and organized Minimum of 710 years of progressively responsible administrative/executive support experience, preferably in a government, nonprofit, or corporate setting. Demonstrated ability to support senior executives in a fast-paced, complex environment. Strong organizational, problem-solving, and project management skills with exceptional attention to detail. Superior written and verbal communication skills. Preferred Qualifications: Preference will be given to applicants who in addition to meeting the agency specific minimum qualifications possess at least one of the following: Knowledge of local government operations Excellent presentation and public speaking skills Familiarity with the various programs within DCA Team Georgia Marketplace Experience Experience in an office setting with excellent customer service skills. Experience composing and formatting correspondence and other documents. Experience in the Concur Travel system, experience in travel arrangements Experience in preparing meeting agendas Working Conditions (Travel, Hours, Environment) The employee will work up to 40 hours/week with occasional evening/overnight events. Orientation will take place at the Georgia Department of Community Affairs, Central Office, 60 Executive Park South, NE, Atlanta, GA 30329 and the employee will be working in person on a hybrid schedule at the Central Office for three (3) days in the office and two (2) days remote work. Duties will require in-office presence and potentially some off-site travel. Physical / Sensory Requirements: Work is principally stationary, but the person in this position needs to occasionally move about inside the office to access file cabinets, office machinery, etc., and constantly operates a computer and other office equipment. Must be able to remain in a stationary position 50% of the time. Must be able to perform office-related duties. Must be able to operate office equipment. Must be able to establish and maintain effective working relationships with employees, tenants, and community agencies and other entities that provide services. Must be able to perform essential job functions, with or without reasonable accommodation. Must be able to perform essential job functions in an environment that will sometimes include increased levels