Executive Assistant

Agency Information The Housing Authority of the County of San Bernardino (HACSB) was established in 1941 and has evolved into one of the most progressive housing authorities in the Country. We are the largest provider of affordable housing in San Bernardino County and proudly assist approximately 26,000 people. The Housing Authority is a separate legal entity from the County of San Bernardino with approximately 145 employees. The HACSB prides itself on providing more than just housing to residents and thanks to strong partnerships, we continue to help the families we serve access resources and services to enrich their quality of life. The HACSB’s employees are passionate about their work and every position revolves around our agency’s mission and core values. We invite you to be a part of our dedicated team who strive to provide meaningful and impactful housing services and resources to the community we serve. Job Information Position starting pay : $33.05 / hr. The initial review of applications will begin starting the week of September 8th, 2025. Applications received before the initial review date will be considered, with qualifying applicants being eligible to participate in the phone screen process. Hiring Information All job offers are contingent upon successful completion of a pre-employment evaluation, which includes : a post-offer medical examination (including physical, depending on position) background check (including credit check, depending on position), DMV pull (depending on position), employment history, education verification, and documentation of the right to work in the United States. Candidates who require a reasonable accommodation in any portion of the selection process should state their need in writing when submitting an application. Position Summary The Executive Assistant performs a broad range of highly responsible and confidential administrative functions in support of the Executive Director and executive leadership. Responsibilities include managing complex administrative tasks, exercising independent judgment in prioritizing work assignments, and ensuring adherence to Agency policies and procedures. The position requires a high level of integrity, discretion, and professionalism, as well as the ability to handle sensitive information with strict confidentiality. The Executive Assistant also serves as a primary point of contact with the public and external stakeholders, providing information and assistance that require comprehensive knowledge of Agency programs, services, and policies, while representing the Agency in a professional and positive manner. Key Duties / Responsibilities : Executive Support Provides confidential administrative and project support for the Executive Director and Deputy Executive Director; serves as liaison between the Executive Department, staff, outside agencies, and the public, ensuring effective communication and resolutions of issues. Manages an active calendar of appointments for the Executive Director and Deputy Executive Director, including scheduling meetings, coordinating logistics, preparing materials and ensuring timely follow-up; reviews calendars proactively to avoid conflicts and communicates updates as appropriate. Communicates with internal and external customers on the Executive Director’s behalf with calls, visitors, and incoming mail and emails; assists and directs customers to appropriate locations and / or staff; responds to complaints and requests for information; interprets and applies regulations, policies, and procedures in response to inquiries from the public. Assists Executive Director with emails, voicemails and regular mail to provide requested information or coordinates communication with appropriate staff person to respond. Ensures that important correspondence is seen and responded to using independent judgment. Alerts Executive Director of time sensitive requests and maintains a tracking system to ensure timely and professional follow-up. Supports the Executive Director in fulfilling external commitments, including boards, councils, committees, and community groups, by preparing materials, coordinating participation, and ensuring timely follow-up. Composes, edits, and proofreads a variety of complex documents, including reports, correspondence and presentations, for the Deputy Executive Director and Executive Director; ensures accuracy, consistency, and compliance with Agency standards; and safeguards confidential or sensitive information. Coordinates and manages travel arrangements for Executive staff, including transportation, lodging and registrations; prepares and submits related travel reimbursement requests / expense reports in a timely manner. Ensures timely communication of travel information and follows through to ensure timely receipt of expense reports. Conducts research and compiles information from multiple sources on specialized topics related to assigned programs; organizes and analyzes data; and prepares reports, summaries, and other informational materials for executive review. Board Support Serves as Clerk of the Board and provides comprehensive administrative support for the Board of Commissioners, affiliate entity board meetings and management meetings; schedules meetings, prepares agendas, issues public notices, assembles and distributes packets, attends meetings, records and transcribes meeting minutes, and maintains official records such as resolutions, ordinances, contracts, bonds and other official documents. Ensures compliance with legal and regulatory requirements, including timely filings with the State and other governing agencies. Ensures timely and accurate communication of board-related matters, providing updates to the Executive Director, Deputy Executive Director, legal counsel and other stakeholders as needed. Ensures the timely posting of meeting agendas and other required documentation in compliance with the Brown Act, Agency bylaws, and applicable regulations. Attends Board of Commissioners meetings, prepares accurate minutes for Executive Director review, ensures appropriate filing and maintenance of official records, and follows up on action items, information requests, and signature requirements. Coordinates and manages travel arrangements for board members, including transportation, lodging and conference / training registrations; prepares and submits related travel reimbursement requests / expense reports in a timely manner. Ensures timely communication of travel information and follows through to ensure timely receipt of expense reports. Ensures that the annual board leadership election process is undertaken. Coordinates the re-appointment and / or replacement of Commissioners with the San Bernardino County Clerk of the Board; monitors board vacancies and provides timely updates to the Executive Director. Tracks and facilitates required board training (e.g., HUD-mandated training, conflict of interest training) to ensure timely completion by all Commissioners. Ensures compliance with the Agency’s Conflict of Interest Policy by monitoring and processing annual Form 700 filings and other disclosure requirements for incoming, outgoing, and current Commissioners. Administrative Support Coordinates Agency-wide staff meetings and other general staff meetings or events as requested. Serves as the Agency Filing Officer under the Political Reform Act; ensures compliance with the Agency’s Conflict of Interest Code by issuing required notices, coordinating filings of Statements of Economic Interest (Form 700), and assisting with periodic code reviews in consultation with Agency counsel. Responds to Public Records Act requests in a timely and professional manner; coordinates with departments and legal counsel as needed; maintains request files and correspondence; and participates in training to ensure compliance and process improvements. Researches information for use in Agency projects through interacting with outside agencies and internal agency staff. Provides assistance as needed to front desk operations to include, but not limited to, answering phones, accepting packages and other deliveries, lunchtime relief, greeting and signing in visitors / guests, and providing excellent customer service in a timely manner. Performs other duties or assists with projects as requested (such as attending meetings with the Executive Director and / or Executive staff, taking notes, designates and follows up on assigned action items and activities, etc.). Minimum Qualifications : Associate’s degree or equivalent with coursework in business administration, public administration or a related field. Bachelor’s degree is preferred. Must have a minimum of five (5) years of professional administrative experience; with at least three (3) years providing executive level support to senior management. Prior experience working with a governing board is highly preferred. Equivalent combinations of education, training and experience will be considered. SALARY / BENEFITS Salary : $33.05-$44.62 / hour Regular Full time position : 9 / 80 work schedule Exempt level position Benefits include : Medical, Dental, Vision, PERS Retirement, Education Reimbursement, 457 Deferred Comp Plan, Life Insurance, AD&D, 15 paid Holidays, Vacation and Sick accruals.