Executive Administrative Assistant

Job Title: Executive Administrative Assistant

Department: Property Management

The Executive Administrative Assistant, Property Management supports the Property Management team as an operational partner to the SVP of Property Management by coordinating key initiatives, compliance efforts, risk management activities, and cross-department projects. This position serves as a liaison between Operations, Maintenance, Risk/Legal, Finance, Marketing/Leasing, Compliance, and Human Resources to facilitate communication, coordination, and follow-through across the department.

The position also serves as a key administrative and operational support partner to the SVP of Property Management by coordinating meetings, preparing executive communications and presentations, tracking projects and action items, and providing day-to-day administrative support that enables leadership to remain focused on strategic initiatives and portfolio performance.

This role supports the success of the Property Management team by helping translate executive priorities into action, driving accountability, maintaining visibility into key deliverables, coordinating cross-functional initiatives, and ensuring operational tasks and projects are followed through from inception to completion. The Executive Administrative Assistant reports directly to the SVP of Property Management and works closely with the Director of Operations and other department leads. This is a non-supervisory position.

Key Responsibilities

Executive Operations Support

• Provide administrative and operational support to the SVP of Property Management, including meeting coordination, agenda preparation, executive correspondence, presentations, and special projects.
• Attend meetings as needed, document key discussions and action items, and track follow-through to ensure timely completion of executive priorities and initiatives.
• Coordinate and prepare for agency inspections, investor reviews, insurance, and compliance inspections.
• Track high-priority operational initiatives and executive action items.
• Assist with metrics reporting, dashboards, and portfolio performance summaries.
• Monitor operational deadlines, deliverables, and follow-up requirements.
• Support portfolio-wide operational and special projects.
• Track violations, inspections, audits, and regulatory compliance initiatives.

Quality Control & Accountability

• Conduct building inspections focused on safety, risk management, and operational quality as needed.
• Proactively gather and assess updates, share key information with the SVP, and drive follow-up actions through completion.
• Conduct building inspections (as needed) and verify building operational standards are upheld across the properties.
• Identify and report issues requiring corrective action or escalation including operational risks, hazards, and unsafe conditions to SVP and Director of Operations. 
• Hold departments accountable for assigned action items by monitoring deadlines, following up on outstanding tasks, and escalating delays to executive leadership.

Cross Department Coordination

• Serve as a liaison between:

  • Risk / Legal: support incident investigations and corrective action planning.
  • Finance: Section 8 inspections & suspensions
  • Marketing / Leasing: vacancy unit readiness
  • Compliance: document collection
  • Human Resources: monitor safety initiatives and promote safe work practices.
• Facilitate communication and follow-up between departments.
• Track outstanding action items and unresolved issues.
• Escalate delays, bottlenecks, and high-priority concerns when necessary.

Reporting & Communication

• Regular meetings with SVP, Director of Operations and other department leads.
• Compile and present metrics and performance reporting.
• Maintain visibility into portfolio-wide operational, compliance, and safety concerns.
• Identify trends and recommend process improvements.
• Prepare meeting summaries, status reports, and executive updates for leadership review.
• Maintain centralized tracking of key initiatives, deadlines, and executive priorities.

Qualifications & Experience

• Spanish-speaking ability is preferred; employees must be able to effectively communicate with Spanish-speaking individuals, including through the use of translation technology when needed.
• 2-5 years of professional experience in property management or a related field; aAordable housing …