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Executive Assistant to the CEO
Inlivian
Provides high-level administrative support to the CEO and executive office.
12d ago
Intermediate (4-7 years), Experienced (8-12 years)
Full Time
Charlotte, NC
Office Full-Time
Company Size
127 Employees
Service Specialisms
Affordable Housing
Property Management
Resident Services
Real Estate Development
Asset Management
Property Maintenance
Sector Specialisms
No specialisms available
Role
What you would be doing
document management
payroll processing
calendar management
travel coordination
procurement oversight
board support
- Locates and attaches appropriate files to correspondence to be answered by the CEO
- Takes dictation, composes, prepares, and proofreads confidential correspondence, reports, summaries, memoranda, and forms from verbal direction, relevant information from a variety of sources, or knowledge of Authority policy and procedures and presents the information in a clear and understandable format.
- Assist with special events (i.e., staff meetings, ribbon cuttings, official visits, etc.)
- Handles documents on a variety of topics of a highly sensitive nature and maintains confidentiality regarding all documents and information received by or in the possession of the employee.
- Requisitions and maintains office supplies inventory by checking stock to determine inventory level, anticipating needed supplies, expediting orders, and verifying receipt of supplies. Maintains appropriate records and purchase order system. Maintains copy machine, fax machine, postage machine, including scheduling of regular service and unanticipated repairs.
- Responsible for preparing the payroll for the executive staff and reviewing and approving payroll for senior staff members.
- Assists the CEO and Executive team members in research and preparation of necessary information, materials, and reports for conferences, appointments, meetings, and recommendations for the Board of Commissioners. Attends Board and staff meetings as assigned and records and transcribes minutes of meetings.
- Maintains permanent archive for the Executive Office including Board materials, photographs, legal and financial documents, awards, and other materials which would be of historical significance to the Authority.
- Receives and date-stamps all incoming mail, faxes, internal memoranda, and other publications for the Executive Office and routes to the CEO or appropriate executive staff.
- Receives communications via the telephone, internet, and in person and either responds to routine questions or refers the more complex inquiries to the CEO or other appropriate person(s).
- Answers telephone, screens calls, and greets visitors in a courteous, professional manner, ascertains nature of their business and conducts guests to meet with the CEO or appropriate person. Answers general inquiries from other employees and the public, in person and over the phone. Refers calls and/or visitors to other employees or departments as appropriate. Secures and transmits routine information on Authority programs as directed.
- Makes travel/training registration arrangements for the CEO, Board, and senior management staff including reservations, preparation of itinerary, and other related documentation.
- Ensures privacy and maintains security of confidential materials sent to the CEO. Maintains appropriate files/records for general correspondence, contract documents, agreements, legal documents, awards, financial reports, Board resolutions, minutes, and general reports in an accurate and timely manner.
- Maintains calendar for the CEO scheduling appointments, meetings, and conference calls as required, and coordinates the overall daily operations of the Executive Office.
- Ensures that contracts, letters, and forms from other departments and agencies requiring the signature of the CEO are executed and returned in a timely manner and that a copy is maintained on file in the Executive Office.
- Makes recommendations to the CEO to resolve complaints and problems.
- Prepares the agenda, letters of notification, meeting handouts for all Board of Commissioners Meetings. Takes and transcribes minutes and prepares final Board resolutions for the signature of the Chairman.
- Oversees corporate credit card and enters and obtains purchase order numbers; approves all purchase orders at the Executive level.
- Accountable for consistent adherence to strong Authority standards regarding the ethical, responsible, and appropriate use, care, and safeguarding of Authority materials, supplies, resources, and other assets.
What you bring
multi‑tasking
communication
confidentiality
computer skills
office procedures
physical stamina
- Ability to manage multiple priorities and multiple demands to accomplish tasks in accordance with established requirements.
- Ability to deal effectively with situations that require tact and diplomacy, yet firmness.
- Must be able to bend, stoop, push, and pull in the performance of office-related duties.
- Ability to establish and maintain effective working relationships with co-workers and persons outside the Authority.
- Ability to communicate clearly, concisely, orally, and in writing.
- Thorough knowledge of generally accepted business principles, practices, and techniques.
- Must be able to perform essential job functions in an environment that will sometimes include increased levels of work-related stress.
- Ability to deal effectively with sensitive and confidential information.
- Must be able to sit and/or stand for up to eight hours at a time while preforming work duties.
- General knowledge of appropriate Authority policies, procedures, and practices pertaining position requirements.
- Work is principally sedentary, but may involve some physical exertion, such as kneeling, crouching, climbing, or lifting to obtain files and records, and eyestrain from working with computers and other office equipment.
- Thorough knowledge of general office procedures, and practices, including Business English and math.
- Must have vision and hearing corrected to be able to perform essential job functions.
- Must be able to use fingers bilaterally and unilaterally to operate office equipment.
- Considerable skills in operating computer equipment, applicable software packages, and general office machines.
Information not given or found
Training + DevelopmentInformation not given or found
Interview process
Information not given or found
Visa SponsorshipInformation not given or found
Security clearanceInformation not given or found
Company
Overview
$7.5M
Annual Revenue
Generated through innovative housing and rental programs.
1939
Year Founded
Originating from the Charlotte Housing Authority legacy, the organization has a long history of transforming urban housing landscapes.
- Born from the Charlotte Housing Authority legacy, the organization has evolved into a dynamic nonprofit real estate leader.
- Designs, builds, and manages residential properties that support low-to-moderate income families.
- Integrates real estate development with hands-on case management to foster resident self-sufficiency.
- Navigates complex federal programs—like housing vouchers—while forging local partnerships.
- Typically delivers multifamily and voucher-assisted housing, blending community needs with modern development.
- Stands out with governance by a city-appointed board and mission-focused public–private collaborations.
5-Year Program
Structured Goals with Case Managers
Participants engage in monthly or quarterly goal-setting sessions over a 5-year period to enhance self-sufficiency and individual skill development.
15 Hours Weekly
Work Requirement
Households are required to contribute a minimum of 15 hours of work per week as part of their participation in the Claremont community program.
- Participants are empowered to set goals that increase ability to be self-sufficient and individual skillset (Family Self-Sufficiency program)
- Provision of childcare, education assistance, transportation assistance, job training and preparation, employment search, community referrals, life coaching, financial education, workshop participation (resident‑program focus)
- Structured goal-setting with case managers monthly or quarterly over a 5-year program period
- Work requirement for participating households at Claremont community
- No publicly stated net‑zero target, emissions goals or renewable energy commitments found on official site or LinkedIn
- No measurable environmental or sustainability data (e.g., emissions reductions, energy usage, waste diversion rates) disclosed
- No reporting of green building certifications, sustainability initiatives, or environmental performance indicators
- No publicly stated DEI strategy, goals, or gender‑related metrics available on official site or LinkedIn
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