Executive Assistant – CapEx Department

Position Summary

The Executive Assistant for the Cap Ex Department provides high-level administrative and operational support to the Director of Capital Expenditures, ensuring that all property-related capital projects, repairs, and maintenance items are tracked, followed up on, and completed in a timely manner. This role is the communication hub between the Cap Ex Director, Regional Property Managers, Property Managers, Maintenance Teams and external vendors, ensuring that all open items receive consistent follow-up and that stakeholders remain on task.

This position is ideal for someone who is detail-oriented, organized, personable, and confident, with the ability to communicate assertively and maintain accountability across multiple departments and levels of the organization.

• Administrative & Operational Support
  • Provide daily executive support to the Director of Cap Ex, including scheduling, correspondence, filing, and document management.
  • Track all open Cap Ex and asset preservation work orders across assigned properties and maintain accurate documentation.
  • Track maintenance related protocols across the portfolio.
  • Prepare, update, and distribute reports, spreadsheets, and follow‑up logs as needed.
• Follow‑Up & Communication
  • Conduct daily phone outreach to vendors, regionals, and property managers to obtain status updates and ensure timely completion of open items.
  • Coordinate and participate in monthly follow‑up calls with all properties to review outstanding maintenance and project‑related items.
  • Serve as the primary point of contact for follow‑ups after the Director of Cap Ex visits properties, ensuring all assigned tasks are fully executed.
  • Communicate professionally yet assertively to ensure all stakeholders are adhering to deadlines and closing out required work.
• Reporting & Documentation
  • Maintain detailed records of all communications, timelines, and progress updates.
  • Prepare weekly and monthly reports outlining open items, estimated completion dates, and outstanding issues.
  • Support the Cap Ex Director in preparing materials for meetings, presentations, or property visits.

• Minimum 1‑3 years of administrative, executive assistant, or project coordination experience; property management or real estate experience preferred.
• Exceptional follow‑up skills with the ability to hold others accountable professionally and respectfully.
• Strong organizational skills with the ability to manage multiple priorities simultaneously.
• Excellent verbal and written communication abilities.
• Tech‑savvy; proficient in Microsoft Office Suite (Excel, Outlook, Word) and capable of learning company‑specific software.
• High level of professionalism, discretion, and customer service.
• Ability to remain persistent, proactive, and detail‑oriented in a fast‑paced environment.

• Detail‑Oriented:
  Able to manage multiple open items and track progress accurately.
• Assertive but Personable:
  Comfortable following up repeatedly, pushing for updates, and holding stakeholders accountable while maintaining positive relationships.
• Strong Communicator:
  Clear, confident, and able to navigate conversations with all levels of staff and vendors.
• Problem‑Solver:
  Resourceful in identifying obstacles and helping drive solutions.
• Dependable & Organized:
  Demonstrates ownership, consistency, and reliability.

Corporate Office – Montvale, NJ

Director of Capital Expenditures

Full‑Time, On‑Site

#OFFICE
25

Seniority level:
Entry level

Employment type:

Full‑time

Job function:
Administrative