Executive Assistant

About the role

This position provides administrative support to the Vice President of Property Management (VP) and Assistant Vice President (AVP) and plays a key role in the efficiency of the Property Management Department and top leadership. Regular duties will vary as necessary to meet that goal.

Responsibilities

• Support the VP and AVP of Property Management and Property Management Division in Oversee day to day office operations, order supplies and manage office resources;
• Cook carpet cleaning and general maintenance;
• Ensure office equipment and facilities are maintained and support technology needs;
• Maintain regional property listings, pipeline and Org Chart;
• Manage correspondence related to formal reviews from applicants and residents, from auditors, funders and business partners;
• Actively manage tasks, timelines and communication associated with development project deliverables such as Management Agreements and Management Plans;
• Provide administrative support for special projects for the VP, AVP and Property Management Division;
• Create and actively manage Outlook calendars, reports in Excel, SutiExpense, Nexus and other software tools;
• Support with recruitment and onboarding, including managing job postings in iCIMS, coordinating interviews and reviewing new hire packets;
• Draft Excel cost comparisons, financial reporting and budget preparation;
• Process invoices and expense reports as requested;
• Assist in the preparation and assembly of management proposals;
• Draft, proofread and mail correspondence;
• Prepare meeting agendas and presentation materials;
• Track project timelines and deliverables;
• Work with sensitive/confidential information;
• Anticipate executive needs and proactively solve problems;
• Create and maintain files, both hard copy and electronic;
• Schedule meetings/conference calls;
• Screens telephone inquiries and direct callers as appropriate to correct resources;
• Provide information and assistance in a professional manner;
• Build and maintain positive relationships with clients, partners and employees;
• Lead and/or assist in the planning and execution of property management events such as holiday parties and staff appreciation events;
• Manage copying tasks (in-house or through a print vendor), assemble enclosures, create labels, and ensure that deadlines for mailings are achieved;
• and Assist with other administrative tasks as requested by the VP and AVP of Property Management.

Qualifications

• Demonstrated experience/training/certification that provides the necessary skills to complete all tasks described in the job description, with or without a reasonable accommodation.

Skills

• Problem Sensitivity/ Deductive Reasoning — Discovery or anticipate problems and use independent judgment and decision making to solve any problems.
• Policies and Regulations — Knowledge of company policies, federal, state and local laws,government regulations and agency rules that pertain to properties managed.
• Written Comprehension and Expression — Ability to read, understand and communicate information and ideas in writing so others will understand.
• Oral Comprehension and Expression — Ability to listen to, understand and speak so others can understand ideas and information presented verbally.
• Mathematical Skills — Ability to add, subtract, multiply, and divide, using whole numbers, fractions, and decimals. Ability to compute rate, ratio, and percent. Ability to read and understand basic financial statements and a willingness to learn to prepare annual budgets.

Benefits

• Medical, dental and vision care;
• preventative medical care paid at 100%;
• Vacation leave of up to ten days per year in the first year.
• Up to 80 hours of sick time per year.
• Flexible Spending Accounts for Health Care and Dependent Care.
• Company paid Life AD&D Long Term Disability.
• Free, confidential counseling through our Employee Assistance Program.
• Commuter benefit program.
• Discounts for AT&T and ClassPass.
• $100 annual Wellness Reimbursement.
• Matching 401(K) Retirement Savings Plan of up to 2% of your compensation (for any employee who works 20 hours or more per week).

Pay

Commensurate with experience.

Schedule

TBD.