Executive Assistant - San Francisco

Administrative Assistant To The Vice President Of Property Management

This position provides administrative support to the Vice President of Property Management (VP) 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 : managing correspondence; screening and responding to inquiries; scheduling meetings and managing the calendar of the VP; tracking timelines associated with special projects and regional deadlines; providing administrative support for development project deliverables and Requests for Proposal; making copies, scans and filing; answering phone inquiries; scheduling meetings; 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.

Responsibilities

Primary Job Functions :

• Support VP of Property Management and the Property Management Division in their work activities;
• Support AVP of Compliance and the Compliance Department in their work activities;
• Manage correspondence related to formal reviews from applicants and residents;
• Manage correspondence from auditors, funders and business partners;
• Actively manage tasks, timelines and communication associated with development project deliverables such as Management Agreements, Management Plans and subordination agreements;
• Provide administrative support for special projects for the Property Management Division;
• Create and actively manage schedules in Outlook;
• Create and actively manage reports in Excel, SutiExpense and other software tools
• Assist in the preparation and assembly of management proposals;
• Draft and mail correspondence;
• Work with sensitive / confidential information;
• 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 credit card account maintenance;
• Prepare expense reports as requested;
• Provide information and assistance in a professional manner;
• Lead and / or assist in the planning and execution of property management events such as appreciation events for Regional Managers or Directors;
• 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 of Property Management or AVP of Compliance.

Qualifications

Skills : Written Comprehension and Expression : Ability to read, understand and communicate information and ideas in writing so others will understand. Oral Comprehension and Expression : Ability to listen to, understand and speak so others can understand ideas and information presented verbally. Time Management / Organization : Ability to multitask and manage multiple projects.

Experience : A minimum of 5 years of experience as Executive Assistant. Demonstrated experience in the affordable housing industry highly preferred. Demonstrated experience in planning, scheduling and completing complex projects with minimum guidance. Significant demonstrated skills using Microsoft Office programs such as Word, Excel, PowerPoint and Outlook. Demonstrated ability to work with technology and software development.

Education : AA / AS or equivalent experience; BA / BS a plus.

Working Conditions / Physical Requirements : 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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Physical Environment / Requirements : This position deals with people outside the Company (such as residents and clients) on a regular basis including personal, phone and email contacts. Sitting and standing is as needed.

California Pay Transparency

Salary ranges are determined by role, level, and location / region. The range provided here reflects the minimum and maximum target for current salaries for the position across all [California] locations. Within the range, individual pay is determined by work location and additional factors, including job-related skills, experience, and relevant education or training.

Pay Range : $32.00 / Hr. - $42.00 / Hr.

Benefits-at-a-glance

Benefits for Employees who work 30+ hours / week :

Benefits for Employees who work less than 30 hours / week :

Equal Opportunity Employer

The John Stewart Company provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, marital status, veteran status, or any other consideration made unlawful by federal, state, or local laws. The John Stewart Company will consider for employment qualified applicants with criminal histories in a manner consistent with the requirements of the San Francisco Fair Chance Ordinance and Los Angeles Fair Chance Initiative.

California Consumer Privacy Act

Effective January 1, 2020, the California Consumer Privacy Act requires businesses that meet certain minimum threshold requirements to provide a "notice at collection" to applicants for employment who reside in California. The notice at collection describes the categories of personal information to be collected about these California applicants and the purposes for using that personal information. Therefore, we have posted the Company's "Notice At Collection For California Applicants" here. Please review this Notice at your convenience.