Executive Assistant

Overview

The John Stewart Company (JSCo) is a statewide provider of diversified housing services including affordable housing development (both new construction and acquisition/rehabilitation), multifamily property management, financial consulting and construction management services. JSCo currently manages over 30,000 housing units through offices in San Francisco (headquarters), Sacramento, Scotts Valley, Los Angeles and San Diego. Since 1978, the Company has developed over 3,800 units of affordable and mixed-income housing and it is currently involved in projects totaling over 2,000 units of additional rental and for sale housing in several locations throughout California.

SUMMARY OF THE POSITION:

This position provides administrative support to the Vice President of Property Management (VP) and Assistant Vice President (AVP) and plays a key role in the efficiency of the Property Management Department and top leadership. Regular duties will vary as necessary to meet that goal. Typical administrative support includes: office management duties, managing correspondence; screening and responding to inquiries; coordinating meetings, trainings and events;

tracking timelines associated with special projects and regional deadlines; providing administrative support for development project deliverables, management renewals and Requests for Proposal; making copies, scans and filing; answering phone inquiries; assisting with travel arrangements; support of DRE requirements that can be delegated to an Assistant under DRE Regulations; planning Property Management division events as needed; supporting the roll‑out of corporate initiatives in the Department;

and other related duties.

PRIMARY JOB FUNCTIONS

Support the VP and AVP of Property Management and Property Management Division in Oversee day to day office operations, order supplies and manage office resources;
Coordinate vended services for the office, such as carpet cleaning and general maintenance;
Ensure office equipment and facilities are maintained and support technology needs;
Maintain regional property listings, pipeline and Org Chart;
Manage correspondence related to formal reviews from applicants and residents, from auditors, funders and business partners;
Actively manage tasks, timelines and communication associated with development project deliverables such as Management Agreements and Management Plans;
Provide administrative support for special projects for the VP, AVP and Property Management Division;

Create and actively manage Outlook calendars, reports in Excel, Suti Expense, Nexus and other software tools Provide support with recruitment and onboarding, including managing job postings in iCIMS, coordinating interviews and reviewing new hire packets;
Draft Excel cost comparisons, financial reporting and budget preparation;
Process invoices and expense reports as requested;
Assist in the preparation and assembly of management proposals;
Draft, proofread and mail correspondence;
Prepare meeting agendas and presentation materials;
Track project timelines and deliverables;
Work with sensitive/confidential information;
Anticipate executive needs and proactively solve problems;
Create and maintain files, both hard copy and electronic;

Schedule meetings/conference calls;
Screen telephone inquiries and direct callers as appropriate to correct resources;
Provide information and assistance in a professional manner;
Build and maintain positive relationships with clients, partners and employees;
Lead and/or assist in the planning and execution of property management events such as holiday parties and staff appreciation events;
Manage copying tasks (in‑house or through a print vendor), assemble enclosures, create labels, and ensure that deadlines for mailings are achieved; and Assist with other administrative tasks as requested by the VP and AVP of Property Management.

MINIMUM QUALIFICATIONS

Demonstrated experience/training/certification that provides the necessary skills to complete all tasks described in the job description, with or without a reasonable accommodation.

KNOWLEDGE

Problem Sensitivity/ Deductive Reasoning —…