Executive Support Specialist

THE OPPORTUNITY

Are you someone who thrives in fast-moving environments, loves variety in your workday, and believes meaningful work happens when mission meets momentum?

The Executive Support Specialist plays a critical role at the heart of the Pinellas County Housing Authority (PCHA). This is not a checklist-based role, and no two days look the same. One day you may be supporting executive leadership with high-level coordination; the next, you might be helping shape a presentation, gathering content for social media, or refining a project through multiple iterations until it reaches its full potential.

This role is ideal for someone who is self-directed, adaptable, creative, and highly organized, with the ability to pivot quickly, prioritize what matters most, and confidently move between administrative precision and creative problem-solving. You will be trusted with autonomy, encouraged to bring ideas forward, and expected to grow alongside the organization.

SUMMARY:

This is highly responsible, professional administrative and creative support work providing comprehensive assistance to the Executive Team. The Executive Support Specialist exercises independent judgment and initiative in alignment with PCHA’s mission, values, policies, and strategic priorities.

Direction is provided through general guidance rather than step-by-step instruction. Success in this role requires the ability to infer needs, accept and apply feedback, and refine work through multiple revisions in collaboration with leadership. The position supports both executive operations and organizational communications, contributing directly to PCHA’s effectiveness, culture, and public presence.

ESSENTIAL DUTIES:

An essential function is a duty or responsibility that is critical or a unique component of the job and is required to be performed with or without reasonable accommodation.

Executive Support

• Schedule, coordinate, and prioritize appointments, meetings, and travel for Executive Team members and Board leadership.
• Draft, edit, proofread, and refine correspondence, reports, presentations, flyers, and other materials on behalf of executives.
• Serve as a liaison between executives, staff, Board members, and external partners, ensuring clear communication and timely follow-up.
• Track leadership meeting action items and prepare reminders, updates, and summaries.
• Handle sensitive and confidential information with professionalism and discretion.

Meeting & Event Coordination

• Prepare agendas, compile materials, and document key outcomes for leadership and Board meetings.
• Assist with the planning and execution of all-staff events, trainings, retreats, and special initiatives, including logistics, invitations, and on-site support.
• Coordinate travel arrangements, including flights, lodging, and transportation.
• Support strategic projects that may require shifting priorities, quick turnarounds, and collaboration across departments.

Communication & Information Management

• Gather, organize, and help create content for social media, newsletters, presentations, website updates, and internal communications.
• Design graphics, flyers, and visual materials using Canva, ensuring consistency with PCHA’s brand and voice.
• Draft and schedule social media posts and newsletters in coordination with the Communications & Outreach Manager.
• Maintain and update content across platforms including the website, SharePoint, lobby presentations, and marketing materials.
• Capture and curate content (photos, highlights, key moments) from meetings, events, and initiatives.

Administrative & Project Support

• Utilize Microsoft 365, SharePoint, Canva, AI tools, and other technology to improve efficiency and workflow.
• Assist in identifying, testing, and implementing AI tools and new platforms that enhance executive support and communications.
• Coordinate task delegation, monitor progress, and follow up to ensure projects move forward.
• Perform additional duties as assigned in support of PCHA’s mission, values, and leadership team.

QUALIFICATIONS:

MINIMUM REQUIREMENTS

• Bachelor’s Degree, from an accredited college or university with major course work in Business Administration or a related field; and
• Two (2) years of experience in administrative support and/or office management, or
• A combination of experience and training/education that would likely provide the required knowledge and abilities to qualify.
• Computer proficiency in MS Windows operating system and MS Office software including Word, Excel, Outlook, and PowerPoint; experience using Canva, SharePoint, AI and other related software.
• Florida Class “E” driver’s license and be insurable by PCHAs liability and fleet insurance carrier.

KNOWLEDGE, SKILLS AND ABILITIES:

Knowledge of:

• Administrative and executive office practices.
• Business English, grammar, spelling, and professional writing standards.
• Modern office technology, digital tools, and content platforms.
• Public or subsidized housing principles (preferred, not required).

Ability to:

• Thrive in a fast-paced, evolving environment with shifting priorities.
• Pivot quickly and determine what is most important when multiple requests compete for attention.
• Work independently while collaborating closely with leadership.
• Accept feedback and refine work through multiple revisions to achieve the best outcome.
• Balance creativity with organization and attention to detail.
• Communicate clearly, confidently, and professionally in both written and verbal formats.
• Build strong working relationships across departments and with external partners.

PHYSICAL DEMANDS AND WORKING CONDITIONS:

• Office-based environment with occasional travel.
• Standard work schedule is Monday–Friday; occasional evenings or weekends may be required.
• Ability to sit for extended periods, operate a computer, and communicate in person and by phone.
• Ability to drive as required for work-related activities.

ADA STATEMENT

In compliance with the Americans with Disabilities Act, the Pinellas County Housing Authority will make reasonable accommodations to the known disability of a qualified applicant or employee to enable people with disabilities to enjoy equal employment opportunities, if it would not impose an undue hardship on the operation of the employer’s business.

ETHICS

As a governmentally funded agency, PCHA is committed to maintaining the highest ethical standards. Applicants selected for employment are expected to perform work responsibilities with the highest degree of integrity, accountability, professionalism and honesty, to merit the respect of co-workers, clients, partners, vendors and the general public. Applicants selected for employment are also expected to serve the public with dedication, concern, courtesy and responsiveness.

DISCLAIMER

The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this job.

This position specification is not an employment agreement or contract. Management has the exclusive right to alter this position specification at any time, without notice.

PCHA is an Equal Opportunity Employer.