Job Description

The Sanford Housing Authority (SHA) is hiring! If you are looking to join our team of dynamic professionals who thrive on promoting healthy, safe, sustainable, and affordable housing and community-centric programs, we want to hear from you. We have an immediate need for an  Executive Office Manager . The Executive Office Manager oversees the daily operations of the executive office, ensuring the operational excellence of executive-level functions and organizational priorities. The annual salary range for this onsite position is $51,396.50 - $75,477.49 . As a full-time exempt role, the Executive Office Manager is eligible to participate in SHA's benefits program. The posting will be open until filled.

POSITION SUMMARY

Reporting to the Chief Executive Officer (CEO), the  Executive Office Manager is a high-performing professional role with oversight and seamless coordination of systems, protocols, and support to C-level executives, maximizing their productivity, efficiency, and strategic focus. The Executive Office Manager is a pivotal role at the intersection of executive administration, strategic communications, public engagement, and organizational leadership. As a key member of the Senior Leadership Team, the  Executive Office Manager provides executive-level administrative assistance, coordinates special projects, and serves as the primary point of contact for internal and external constituencies. This position is ideal for an experienced communicator and operations strategist who thrives in a fast-paced, mission-driven environment. 

ESSENTIAL FUNCTIONS AND DUTIES

At a minimum, the Executive Office Manager will be responsible for successfully carrying out the following essential functions and duties in a professional and timely manner:

• Serve as a strategic liaison between the CEO and internal departments, identifying organizational priorities and making recommendations on workflow, resource allocation, and scheduling.
• Lead the Authority's strategic and cross-functional planning initiatives, in collaboration with the C-suite, directing the preparation of annual and five-year plans and associated annual reports in compliance with HUD regulations, mandated timelines, and organizational goals, and managing the public review process to ensure transparency and regulatory compliance.
• Serve as the immediate point of contact for the executive office and as the CEO's primary liaison and gatekeeper, analyzing requests for access and aligning scheduling decisions with organizational priorities.
• Provide oversight for SHA and its instrumentalities, such as the Board of Commissioners meetings, minutes, and legal documents.
• Maintains leadership oversight for customer service, scheduling meetings, organizing files, managing projects, conducting research, and providing information via various communication methods.
• Provide management for the awarding of HUD or funder-compliant agreements, public-private partnership contracts, and grant agreements.
• Lead the coordination of the cross-functional planning sessions, follow up on action items, conduct internal scans, and host stakeholder feedback sessions to inform strategic priorities.
• Exercise independent judgment and strategic discretion in overseeing the development of meeting materials, synthesizing committee input into executive reports, preparing official minutes, and drafting resolutions and strategic communications in alignment with organizational priorities.
• Prepare complex, sensitive, or routine correspondence and documents, and determine the importance before distributing them to the CEO or redirecting them to appropriate points of contact when immediate feedback or response is required.
• Communicate with contract attorneys to obtain the necessary paperwork and receive status updates.
• Provide paralegal support to the CEO, including legal research, document preparation, and coordination with legal counsel to ensure compliance with regulations and policies.
• Manage the files, articles of incorporation, and tax filings of instrumentality organizations, as well as other business development and legal needs.
• Represent the CEO and the Authority, in the CEO's absence, in high-level leadership meetings by participating in strategic discussions, contributing to the development of organizational objectives and approaches, and delivering briefings on key initiatives, emerging challenges, and operational priorities to inform executive decision-making.
• Work closely with the CEO and other C-suite executives to keep them informed of upcoming commitments and responsibilities.
• Support the CEO and designated departments in maintaining brand consistency across digital, print, and visual communications.
• Ensure executive presentations, internal messages, public-facing materials, and correspondence reflect the organization's values and identity.
• Execute special projects and lead public-facing initiatives aligned with SHA's vision.
• Act as communications advisor and storytelling voice for the CEO's office.
• Manage and facilitate the CEO's calendar schedule, including presentations, speaking engagements, and all other high-level activities that support executive effectiveness and institutional objectives.
• Execute notarial duties on behalf of the Authority, ensuring compliance with legal Notary Public standards.
• Undertake and perform other work-related duties and special projects assigned by the CEO, including research, evaluation, analysis, reporting, recommendation, problem resolution, and internal and external communications to support strategic goals as required.
• Support nonprofit administration for CCSD, including board coordination, grant compliance tracking, and managing organizational files such as bylaws, 990 filings, articles of incorporation, and meeting minutes.
• Develop and execute comprehensive communication plans that drive engaging content to promote the organization's mission, programs, and events through various communications channels, including the website, social media forums, e-newsletters, and multimedia presentations.
• Serve as lead internal staff engagement initiatives, including staff recognition, surveys, wellness programs, compliance with policies, and fostering a positive workplace culture.
• Develop compelling, insightful data-driven presentations to business partners, using storytelling to drive the employee experience priorities and agenda.
• Support the change management initiatives, staff training, cross-training, and other professional development to create a high-value organizational culture and establish a “culture code”.

REQUIRED QUALIFICATIONS

Education : Bachelor's degree in Business Administration, Management, Public Administration, Public Policy, Paralegal Studies, Government Contracting, or a related field is required. A Master's degree in a related field is preferred. 

Experience : Minimum of seven (7) years of experience in management. Minimum of three to five (3 - 5) years of progressive experience at a public housing authority, property management company, or nonprofit housing organization is desired.

*Equivalent combinations of education, training, and experience may be considered or substituted in place of the education and experience criteria  stated above.

Qualifications, Knowledge, & Skills : To be optimally successful in this role, the ideal candidate will have the following qualifications:

• Understanding of public sector administration, management principles, and priorities. 
• Knowledge of urban and community development, public housing, rental assistance, affordable housing, and SHA policies and procedures. 
• Ability to manage, coordinate, implement, and monitor programs and projects. 
• Proficiency in standard computer applications (Microsoft Office Suite) and advanced graphic design software (Adobe Suite). 
• Effective communication skills with the public, residents, Board of Commissioners/Directors, and local government agencies. 
• Ability to engage in problem-solving and work under tight deadlines. 
• Knowledge of federal and state regulations related to affordable housing and HUD. 
• Ability to exercise independent judgment and communicate decisions or actions effectively. 
• Values diversity, equity, and inclusion; able to work effectively with individuals of diverse backgrounds. 
• Strong organizational and time management skills; ability to develop effective working relationships.
• Must obtain the following required certifications within one year of hire:
  • Essentials for Board Commissioners 
  • HCV Customer Service Specialist 
  • Procurement & Section 3 
  • Supervision & Management 

PHYSICAL REQUIREMENTS

Ability to stand, sit, walk, and talk or hear regularly. Prolonged periods of sitting at a desk and working on a computer. Must occasionally lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Visual and auditory acuity to perform essential job functions, including reading, typing, and participating in meetings and phone/video calls.

BENEFITS

SHA offers a competitive benefits package including the following options: health care (medical, vision, & dental); retirement plan; life/Accidental Death & Dismemberment (AD&D) insurance; short- and long-term disability coverage; education reimbursement; and paid time off.

WORK ENVIRONMENT & ORGANIZATION OVERVIEW

The Executive Office Manager  role is primarily office-based, with occasional onsite visits to housing developments, construction sites, and facilities. SHA is an Equal Opportunity Employer (EOE). The organization's mission is to provide quality and affordable housing to all persons while empowering families, creating a sense of community, and building partnerships. 

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