Operations Administrative Assistant

City San Mateo State California Job Location San Mateo Corp Office Position Type Regular

The Operations Administrative Assistant will be an integral member of the Operations team providing direct administrative support to Community Operations Leadership.

• Conduct reviews, audits, and reconciliation of monthly, quarterly, and annual reports to ensure financial and operational accuracy.
• Organize and maintain calendars, schedule meetings, and coordinate appointments on behalf of Group Vice President, Regional Vice President(s) and Directors.
• Manage and coordinate travel logistics for Group Vice President, Regional Vice President(s) and Directors ensuring seamless and efficient travel plans.
• Assist Group Vice President, Regional Vice President(s) and Directors with daily organizational tasks, ensuring priorities are met and deadlines are adhered to.
• Plan and execute Operations events, including Tenure Luncheons and Regional Meetings, ensuring all logistics are handled professionally.
• Prepare and provide reports as directed by the supervisor, ensuring accuracy and timeliness.
• Facilitate the onboarding process for new Operations members, including office setup and orientation.
• Communicate organizational changes within the Community Operations team to IT to ensure workflow and access are updated for a smooth transition.
• Assist in coordinating small to medium-sized projects within the Operations team, tracking progress, and ensuring deadlines are met.
• Conduct research and analysis as needed to support the decision-making process of Directors and senior leadership.
• Support initiatives aimed at improving operational efficiency, including the development and implementation of new processes or tools.
• Perform other duties as assigned, contributing to the overall effectiveness of the Operations team.

• High school diploma or GED equivalent.
• 1-3 years of administrative assistant experience required.
• Strong computer skills are required and should include Microsoft Word, Excel, Acrobat, Google Docs and PowerPoint.
• Strong attention to detail, written and verbal communication skills.
• Strong organizational and time-management abilities.
• Problem-solving mindset with attention to detail.
• Ability to work under pressure and manage multiple tasks efficiently.
• Experience using Yardi, Funnel, and On-Site Property Management Software preferred.

Work is primarily conducted in an office setting. Requires sitting at a desk or workstation for extended periods. Involves the use of standard office equipment such as computers, phones, and printers. Requires the ability to work Monday through Friday. The position includes in-person work requirements consistent with the hybrid policy located at Essex's corporate office in San Mateo. The hybrid policy is subject to change at Essex’s sole discretion.

Requires the ability to sit or stand for extended periods. Minimal physical effort in the day-to-day tasks. During times of events, Involves frequent standing, walking, and occasional bending. Requires the ability to lift moderate-weight objects (up to 50 pounds). May involve physical activities such as climbing stairs, etc. Minimal travel may be required for occasional meetings, training, or conferences.

No formal supervisory responsibilities in this position. May provide informal assistance such as technical guidance and/or training to coworkers. May coordinate work and assign tasks. Ability to comprehend and interpret instructions, short correspondence and ask clarifying questions to ensure understanding. Ability to write routine reports and correspondence. Ability to respond to common inquiries or complaints from clients, co-workers, and/or…