Executive Assistant, Office Administrator

Job Summary

The Executive Assistant / Office Administrator provides high-level administrative, operational, and organizational support to the President of Property Management. This role manages executive priorities, coordinates complex schedules and communications, and supports the day-to-day administration of the office. The ideal candidate is proactive, highly organized, discreet, and able to balance executive support with office operations in a fast-paced, service-oriented environment.

• Models company mission and values.
• Manage the President's calendar, scheduling priorities, travel arrangements, and meeting logistics while protecting time for strategic priorities.
• Arrange business travel, transportation, accommodations, itineraries, and related logistics for the President and other travelers as needed, confirming all details in advance.
• Provide anticipatory, timely support to the President, identify opportunities to improve efficiency, and proactively solve problems before they escalates while exercising sound judgment and making routine decisions independently.
• Coordinate internal and external meetings, including preparing agendas, assembling presentation materials, confirming logistics, hosting virtual meetings, and tracking follow-up actions.
• Collect, organize, record, and distribute meeting minutes and pre- and post-meeting materials, ensuring accuracy, completeness, and compliance with applicable requirements.
• Handle confidential correspondence, emails, phone calls, and other communications with a high level of professionalism, discretion, and responsiveness.
• Draft letters, emails, presentations, reports, and other business documents in the President's voice and according to company standards.
• Maintain organized files, records, and correspondence for the President, leadership activities, and key company matters.
• Prepare and submit expense reports and support the tracking of approvals, invoices, and related administrative processes.
• Serve as a back-up for the day-to-day office administration, including supply inventory, purchasing, and maintaining an efficient, professional office environment.
• Serve as a liaison with internal departments, property management teams, and external service providers to support seamless operations and timely follow-through.
• Help streamline administrative workflows, including inbox management, approvals, document organization, and recurring office processes.
• Monitor MDRR completion for Property Managers and maintain tracking reports.
• Manage annual certifications and updates for New Jersey property licensing requirements.
• Coordinate annual parking pass distribution with the Borough of Collingswood for the NJ Corporate Office.
• Prepare attorney engagement agreements and related documentation.
• Coordinate with Marketing and Branding on team member recognition and awards.
• Assist 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.

• 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…