EXECUTIVE ADMINSTRATIVE ASSISTANT

This position reports to the Corporate Office located in Irvine, CA. 

The Executive Administrative Assistant provides high level support to Corporate Office Executives, including the Executive Vice President, Vice President of Operations, and Director of Operations. This role is essential to ensuring smooth daily operations and supporting the Senior Leadership Team. The Executive Administrative Assistance provides daily support of operations, being highly organized, detail- oriented, and capable of managing complex administrative responsibilities in a fast-past environment with strict deadlines.  A strong focus on paperwork, documentation, and coordination of projects, real estate transactions, investor relations.  

ESSENTIAL JOB FUNCTIONS

• Coordinate and manage all Onboarding projects including, property sale, new management accounts, property purchases, refinance existing properties, new software implementation.
• Plan, execute and define projects’ scope and strategy, ensuring that projects are completed on time, within budget and meeting intended objectives.
• Gather, analyze and present project data and insights to appropriate personnel to ensure success of project.
• Align projects with company’s strategic objectives and enhance team productivity.
• Proactivity keeps executives informed of project status, risks and next steps.
• Provide concise, timely status updates and recommendations, deadlines and potential conflicts, following up as needed to ensure preparedness.
• Actively drive meeting discussions and ensure team perspectives are recognized.
• Assist Executive VP in all administrative duties to include draft correspondence to investors and others, maintain investor information, coordinate quarterly disbursements, review and comment on financial statements, manager scheduling and other assigned administrative duties requested. 
• Obtain utility allowance information monthly.
• Provide support to other Executives in administrative duties.  
• Assist VP of Property Management.
• Assist Manager/Director of Administration/Operations to include line of credit administration and credit card administration. 
• Anticipate executive needs, obstacles, and opportunities to act and plan accordingly.
• Handle sensitive and confidential matters with discretion.
• Receive and respond to calls/emails professionally.
• Complete special projects and miscellaneous tasks as assigned.

REQUIRED EDUCATION AND EXPERIENCE

• Advances skills in Excel, Outlook, PowerPoint, Word and Acrobat required.
• Experience in creating and editing fill- in forms.
• 1-3 years in Project Management/Onboarding projects
• Experience working with project management tools required.
• 3- 5 years administrative support to executive/senior leadership roles. 

• Must have 3-5 years of Property Management/Real Estate.
• Associates or Bachelors degree preferred.

COMPENTENCIES

• Strong communication and public relations skills with a professional and courteous manner.
• Strong written and verbal communication skills
• Exceptional organization, planning and time-management skills.
• Strong attention to detail with the ability to identify and resolve discrepancies.
• Represent the executive office professionally in communication, appearance, and conduct.
• Ability to work independently, prioritize, maintain confidentiality, and exercise sound judgement
• Proficiency with basic computer applications, including property management software and 10-key.
• Dependable and persistent to complete necessary task assigned and meet deadlines.

OTHER JOB REQUIREMENTS

• Demonstrate ability to learn and adapt to property management software systems.
• Ability to lift, push, pull up to 15 lbs.
• Ability to walk, stand constantly.
• May perform other duties as directed.
• Prolonged periods sitting at a desk and working on a computer.
• Must possess reliable transportation, a valid driver’s license and state-required automobile insurance coverage.