Executive Assistant, Office Administrator

Provides high-level administrative, operational, and organizational support to the President of Property Management. Manages executive priorities, coordinates complex schedules and communications, and supports the day-to-day administration of the office in a fast-paced, service-oriented environment.

Responsibilities

• Models company mission and values.
• Manages the President’s calendar, scheduling priorities, travel arrangements, and meeting logistics while protecting time for strategic priorities.
• Arranges business travel, transportation, accommodations, itineraries, and related logistics for the President and other travelers as needed, confirming all details in advance.
• Provides anticipatory, timely support to the President, identifies opportunities to improve efficiency, and proactively solves problems before they escalate while exercising sound judgment and making routine decisions independently.
• Coordinates internal and external meetings, including preparing agendas, assembling presentation materials, confirming logistics, hosting virtual meetings, and tracking follow-up actions.
• Collects, organizes, records, and distributes meeting minutes and pre- and post-meeting materials, ensuring accuracy, completeness, and compliance with applicable requirements.
• Handles confidential correspondence, emails, phone calls, and other communications with a high level of professionalism, discretion, and responsiveness.
• Drafts letters, emails, presentations, reports, and other business documents in the President’s voice and according to company standards.
• Maintains organized files, records, and correspondence for the President, leadership activities, and key company matters.
• Prepares and submits expense reports and supports the tracking of approvals, invoices, and related administrative processes.
• Serves as a back-up for the day-to-day office administration, including supply inventory, purchasing, and maintaining an efficient, professional office environment.
• Serves as a liaison with internal departments, property management teams, and external service providers to support seamless operations and timely follow-through.
• Helps streamline administrative workflows, including inbox management, approvals, document organization, and recurring office processes.
• Monitors MDRR completion for Property Managers and maintains tracking reports.
• Manages annual certifications and updates for New Jersey property licensing requirements.
• Coordinates annual parking pass distribution with the Borough of Collingswood for the NJ Corporate Office.
• Prepares attorney engagement agreements and related documentation.
• Coordinates with Marketing and Branding on team member recognition and awards.
• Assists with planning and executing company events, including the annual company-wide conference, by managing registration invoicing, tracking and recording payments for submission to Finance, coordinating vendor communications regarding hotel details and exhibitor materials, and drafting and sending vendor participation correspondence through the Events mailbox.
• Other duties as assigned.

Requirements

• Bachelor’s degree in Business Administration, Communications, Office Management, or a related field preferred.
• Minimum of 5 years of experience in an executive support, office administration, or senior administrative role, preferably within property management, real estate, construction, or a related industry.
• Demonstrated experience supporting a senior executive in a fast-paced business environment.
• Exceptional organizational skills with the ability to manage multiple priorities, deadlines, and shifting demands with accuracy and poise.
• Excellent written and verbal communication skills, with strong business writing and presentation support capabilities.
• Strong proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
• Experience with Yardi Voyager preferred.
• Experience using AI tools to improve efficiency and streamline administrative tasks.
• High level of discretion, professionalism, and emotional maturity when handling confidential matters and executive communications.
• Ability to work independently, take initiative, and exercise sound judgment with minimal supervision.

Our Values

• Embrace New Ways: obstacles are opportunities, and challenges are catalysts for change.
• Serve the Community: give back and pay it forward.
• Drive to Achieve: ambition and determination – we can achieve anything we can imagine.
• Purpose Over Pride: Collaboration, thoughtful listening, and respect guide how we work with each other.

Benefits

• Full medical, prescription, dental and vision benefits.
• Company paid life and AD&D insurance.
• Company paid short-term and long-term disability.
• A 401(k) retirement plan with company match.
• Paid time off, accrued based on years of service.
• Supplemental insurance for employees and families.
• Employee Assistance Program for confidential counseling.
• Additional paid day off to provide community or charitable services.
• Paid holidays; approximately fourteen (14) per year.

Pay

$80,000 - $90,000 annual, with bonus potential.