Executive Assistant

Executive Assistant Position

The Seattle Housing Authority (SHA) is a mission-driven leader in affordable housing, headquartered on Elliott Ave West with sweeping views of Elliott Bay and the Puget Sound. With housing operations sites across Seattle, we are committed to expanding housing opportunities, strengthening communities, and supporting a workplace where people grow and thrive.

SHA is seeking a detail-oriented and proactive Executive Assistant to support the Housing Operations Department. This role provides high-level, confidential administrative support to senior leaders responsible for property management, maintenance, resident services, admissions, and compliance across SHA's owned and managed housing portfolio, which includes more than 8,700 residential units and 500 staff.

The ideal candidate thrives in a fast-paced, multi-site operational environment and is skilled at anticipating needs, streamlining workflows, supporting operational decision making, and coordinating the administrative functions essential to keeping Housing Operations running efficiently.

Work Location 101 Elliott Ave W, ste 100, Seattle, WA 98119

Ideal Candidate Qualifications

• Bachelor's degree in business administration, public administration, or a related field
• Three years of administrative support experience, preferably in public housing, property management, government, or complex operational environments
• Equivalent combinations of education, training, and experience that demonstrate readiness to perform the essential duties will also be considered.

Key Responsibilities

Executive-Level Support

• Provide advanced administrative support to Housing Operations leadership, including calendar management, complex scheduling, meeting preparation, and executive correspondence.
• Serve as a trusted representative of the Housing Operations Director and Deputy Director, engaging professionally with internal staff, partner organizations, city agencies, and community stakeholders.

Operational Coordination & Department Support

• Coordinate internal communication across Housing Operations, maintain follow-up tracking, and support timely completion of operational priorities.
• Manage departmental email distribution lists to ensure accurate, timely communication.
• Coordinate and manage departmental SharePoint sites, organizing resources, updating content, and maintaining document accessibility.
• Organize and facilitate Housing Operations floor meetings, including agenda planning, notes, and followup items.
• Oversee second-floor office logistics, including seating assignments and distribution of keys.

Event & Travel Coordination

• Lead planning and execution of department events such as retreats, staff gatherings, and the annual Summer BBQ.
• Manage travel arrangements for Housing Operations leaders and staff, including itineraries, reservations, and adherence to SHA travel policies.

Financial & Administrative Management

• Oversee departmental credit card processes, including reconciliation, documentation, and ensuring compliance with SHA purchasing policies.
• Manage procurement support, timekeeping workflows, supply inventory, and other administrative operations across Housing Operations.

Research, Data, and Reporting

• Conduct research and compile data to support operational decision-making and department initiatives.
• Prepare technical documents, reports, dashboards, and summaries for internal and external use.

Contract & Budget Assistance

• Support contract development and administration—including coordinating RFPs, monitoring contractor expenditures, and ensuring policy compliance.
• Prepare vendor payments and track expenses within established budget parameters.