Executive Assistant
The Executive Assistant provides high-level administrative support. This role serves as a trusted partner by managing day-to-day executive operations, coordinating schedules and communications, organizing meetings and travel, and ensuring priorities remain organized and on track.
The ideal candidate is highly organized, proactive, detail-oriented, and able to anticipate needs in a fast-paced environment while maintaining a high level of professionalism and confidentiality.
Essential Duties & Responsibilities:
- Manage the executive's calendar, including scheduling meetings, resolving conflicts, and prioritizing appointments.
- Coordinate domestic travel arrangements, itineraries, accommodations, and expense reporting.
- Prepare meeting agendas, presentations, reports, and supporting materials.
- Take meeting notes when needed and track follow-up items to completion.
- Coordinate executive communications, including drafting emails, preparing correspondence, and responding on behalf of the executive when appropriate.
- Serve as a liaison between the executive and internal departments, external partners, and vendors.
- Organize leadership meetings, offsites, and special events, including logistics, meeting materials, and follow-up.
- Manage executive expenses, purchasing, invoices, corporate cards, and reimbursement submissions.
- Assist with confidential documents, contracts, and sensitive business information while maintaining strict confidentiality.
- Coordinate department celebrations, recognition efforts, birthdays, anniversaries, and other administrative needs.
- Support onboarding logistics for new team members, including workspace setup, supplies, and access coordination.
- Assist with special projects and administrative initiatives as assigned.
- Maintain organized electronic filing systems and documentation.
- Anticipate executive needs and proactively identify opportunities to improve efficiency and organization.
- Provide occasional administrative support to the Marketing and Centralized Operations leadership teams as needed.
Qualifications:
- Required:
- 5+ years of executive administrative support experience or a similar administrative role supporting senior leadership.
- Exceptional organizational and time management skills with the ability to manage multiple priorities simultaneously.
- Strong written and verbal communication skills.
- High level of professionalism, discretion, and confidentiality.
- Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
- Strong attention to detail and problem-solving abilities.
- Ability to work independently while exercising sound judgment.
- Preferred:
- Property management or multifamily industry experience preferred but not required.
- Experience supporting C-level or executive leadership.
- Experience coordinating travel, meetings, and executive events.
- Familiarity with project management and collaboration tools
- Bachelor's degree or equivalent combination of education and experience.
