Job description

POSITION SUMMARY

Under the direct supervision of the Director of Property Operations, the Executive Assistant provides and oversees administrative support to Eden’s Property Operations team. This position will also work closely with the Associate Directors of Property Operations on management and monitoring of Eden’s portfolio of managed properties. This position is for a senior assistant who is expected to work independently at a very high professional level and take ownership and responsibility for a number of critical projects related to the portfolio, while maintaining confidentiality. This position is expected to work with a wide variety of staff throughout the company. This position requires substantial communication and organizational capacity and the ability to work independently to meet a myriad of project and program deadlines.

ESSENTIAL DUTIES AND RESPONSIBILITIES

ADMINISTRATIVE SUPPORT (50%)

• Provide day-to-day calendar support to the Directors and Associate Directors of Property Operations
• Schedule meetings, makes reservations and coordinates conference calls.
• Coordinate and schedule travel arrangements
• Assist with preparation of external and internal presentations
• Prepare routine correspondence
• Provide backup administrative support as needed to the Senior Vice President of Property Operations
• Coordinate mentoring sessions to support the leadership growth of Eden’s Senior Community Managers

SITE TEAM SUPPORT (30%)

• . Provide professional phone/email responses to residents who raise concerns and route the concerns to the applicable supervisor
• Demonstrate patience and compassion when dealing with high-needs callers and guests.
• Coordinate the production of marketing material (flyers, posters, correspondence) needed from Eden’s Communication’s team
• Create calendar reminders for recurring tasks, such as updating the property waiting lists monthly, on team calendars
• Track VAWA requests to ensure timely responses

SPECIAL PROJECTS (20%)

• Review staff credit card charges for accuracy with property and account coding
• Manage the annual property budget calendar by coordinating with Property Operations and Asset Management
• Track RentCafe online payment usage and report monthly on changes in resident participation
• Maintain a database of designations and certifications for Property Operations team members along with annual renewal costs
• Respond to vendor requests to give presentations to Property Operations
• Prepare vendor contracts for small scale capital improvement and repairs projects

OTHER DUTIES

• Provide support for All Company Meetings, employee bonding and appreciation events and other company events as necessary.

SUPERVISORY RESPONSIBILITIES
This job has no direct supervisory responsibilities.

EDUCATION and/or EXPERIENCE
Five years related experience and/or training, with demonstrated success performing the critical job functions; or equivalent combination of education and experience.

PREFERRED SKILLS and/or ABILITIES

• Acceptance and application of the confidential nature of the position.
• Professional, customer-service oriented attitude and demeanor.
• Ability to work productively, autonomously and under limited supervision. Ability to work well independently and as a collaborative team member.
• Demonstrated proficiency in Microsoft Word, Excel, Access, PowerPoint, and Outlook; proficiency in Adobe PageMaker or other graphics software a plus
• Ability to type accurately at speed of 60 wpm.
• Demonstrated success managing and executing multiple priorities and projects for multiple team members based on business needs.
• Demonstrated success managing complex projects from conception through completion, including tracking of resources, deadlines, budget, and all other related items.
• Ability to work well under pressure and successfully meet deadlines. Ability to be effective and flexible in stressful situations (i.e. unexpected problems, tight deadlines)
• Strong interpersonal and communication skills (written and verbal)
• Excellent organizational skills, strong attention to detail, high regard for accuracy and top-quality work.
• Effective and creative problem-solver and decision-maker with strong initiative and excellent follow-through.
• Familiarity with standard office equipment and machines (fax machine, copy machine, postage machine, etc.)
• Must be able and willing to travel to all company locations to carry out corporate / administrative duties and responsibilities.
• Experience working with diverse groups, i.e., staff, residents, outside contacts.
• Commitment to the companies’ goals and philosophy.

LANGUAGE, MATH & REASONING SKILLS
Ability to write simple correspondence.
Ability to effectively present information in one-on-one situations to customers, clients, and other employees of the organization. Ability to add and subtract two-digit numbers and to multiply and divide with 10's and 100's. Ability to perform these operations using units of American money and weight measurement, volume, and distance. Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to sit and use hands to finger, handle, or feel. The employee is occasionally required to reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus. Physical demands include writing/typing, use of computer and paper files, answering phones, attending meetings.

WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually moderate.

QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

JOB DESCRIPTION REVISION
This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts or working conditions associated with this job. While this job description is intended to be an accurate reflection of the current job management reserves the right to revise the job or to require that other or different tasks are performed when circumstances change. This job description replaces all previous descriptions for this position.

Eden Housing is an equal opportunity employer. Eden Housing does not discriminate based on race, color, religion, sex, disability, familiar status, national origin, or any other arbitrary basis.
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