Executive Assistant (LIL82426)

Position Summary

RealManage is seeking a highly organized, proactive, and professional Executive Assistant to provide comprehensive administrative and operational support to executive leadership within our community association management organization.

The Executive Assistant serves as a trusted partner to leadership and plays an important role in helping executives operate efficiently, stay focused on strategic priorities, and provide exceptional service to our communities, Board members, clients, and team members.

The ideal candidate is an experienced administrative professional who demonstrates excellent judgment, discretion, communication skills, attention to detail, and the ability to anticipate needs in a fast-paced environment.

Experience supporting executives in HOA, community association management, property management, real estate, or a related service industry is highly preferred.

Essential Duties And Responsibilities

• Executive Support

• Provide high-level administrative support to assigned leader(s).
• Manage complex calendars, including scheduling meetings, appointments, conference calls, and business events.
• Cook up meetings involving executives, Board members, community leaders, clients, vendors, and internal departments.
• Prepare executives for meetings by organizing agendas, reports, presentations, correspondence, and supporting documentation.
• Track executive commitments, action items, deadlines, and follow-up activities.

• HOA & Community Association Support

• Aid leadership with administrative matters related to homeowner and community association operations.
• Cook up and support Board meetings, annual meetings, leadership meetings, and other community-related events as needed.
• Aid with preparation and distribution of Board packages, meeting materials, reports, presentations, and correspondence.
• Maintain professional communication with Board members, homeowners, vendors, community managers, and other stakeholders.
• Aid executives with tracking important client, Board, community, and operational commitments.
• Maintain confidentiality regarding Board, homeowner, employee, client, financial, legal, and company information.

• Communication & Relationship Management

• Serve as a professional point of contact between executive leadership and internal and external stakeholders.
• Draft, review, and edit correspondence, presentations, reports, meeting materials, and other communications.
• Monitor incoming requests and assist with prioritizing matters requiring executive attention.
• Communicate professionally and effectively with senior leaders, Board members, community managers, homeowners, clients, vendors, and business partners.
• Represent executive leadership and RealManage with professionalism and discretion.

• Meetings & Project Coordination

• Cook up executive and departmental meetings, including scheduling, agendas, materials, logistics, and follow-up.
• Attend meetings as requested and document key decisions, action items, responsibilities, and deadlines.
• Follow up with stakeholders to ensure assigned action items are completed.
• Aid with special projects and strategic initiatives led by executive leadership.
• Track project milestones, deliverables, deadlines, and outstanding items.
• Compile information and prepare reports, spreadsheets, presentations, and executive summaries.

• Administrative & Operational Support

• Maintain organized electronic records, documents, correspondence, and executive files.
• Aid with preparing reports and analyzing information needed for executive decision-making.
• Cook up company meetings, leadership events, client meetings, and other business functions.
• Aid with confidential employee, client, vendor, and business matters as directed.
• Identify opportunities to improve administrative processes, organization, and executive efficiency.
• Perform additional duties and special projects as assigned.

Company Overview

RealManage is a prominent national firm recognized on the Inc. 5000 list, operating across 16 states + Washington DC and serving a diverse array of clients including homeowners’ associations (HOAs), condominium associations, cooperatives, luxury high-rises, municipal utility districts, and master-planned communities.

Our client base also includes nationally renowned developer and builder clients. Ranked among the top firms in the community management industry (#3 out of 5,000+), RealManage distinguishes itself by delivering exceptional solutions at competitive prices.

We leverage cutting-edge cloud-based technologies and mobile apps, supported by industry-leading practices and a highly skilled workforce. Our mission at RealManage is to offer comprehensive and innovative solutions that consistently surpass customer expectations.

We prioritize transparency and visibility in all client interactions, continuously measuring our performance to achieve rapid improvement. We foster a workplace culture that promotes professionalism, encourages growth, and embraces diversity.

By maintaining financial strength and focusing on continual innovation, we aim to lead the industry with pioneering advancements. Join RealManage and contribute to a company dedicated to excellence, innovation, and delivering unparalleled service in community management.

RealManage is a values-based company with the following values as our guiding principles:

• Integrity: we always do the right thing.
• Respect: for our customers, employees and company; mutual respect is the cornerstone for every RealManage relationship.
• Selflessness: more than teamwork; we are part of something special and much larger than any of us.
• Personal Relationships: we are a professional services company; people do business with people they like.
• Always Improving: never satisfied, always learning and always growing; one is either getting worse or getting better...never staying the same.