Executive Assistant

Executive Assistant to Property ManagerPosition Overview

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to support our Property Manager in the day-to-day management of residential and/or commercial properties. This role is ideal for someone who thrives in a fast-paced environment, can manage multiple priorities, communicates professionally, and takes initiative to keep operations running smoothly.

The Executive Assistant will provide administrative and operational support to the Property Manager, assist with tenant and vendor communications, coordinate maintenance and property-related tasks, maintain accurate records, and help ensure that deadlines and responsibilities are consistently met.

Key ResponsibilitiesAdministrative & Executive Support

• Manage the Property Manager’s calendar, appointments, meetings, and daily priorities.
• Prepare correspondence, reports, spreadsheets, notices, and other documents.
• Organize and maintain digital and physical property files and records.
• Track important deadlines, lease dates, inspections, renewals, and follow-up items.
• Assist with preparing weekly and monthly property management reports.
• Handle confidential information with discretion and professionalism.
• Monitor emails and communications and ensure timely follow-up on outstanding items.
• Help prioritize tasks and keep the Property Manager informed of urgent or important matters.

Tenant & Resident Communication

• Serve as a professional point of contact for tenants and residents as directed by the Property Manager.
• Respond to tenant questions, requests, and concerns in a timely and courteous manner.
• Coordinate communication regarding maintenance, inspections, notices, access, and other property-related matters.
• Document tenant communications and follow up on unresolved issues.
• Assist with move-ins, move-outs, lease documentation, and tenant-related administrative tasks.

Maintenance & Vendor Coordination

• Receive and organize maintenance requests and communicate them to appropriate vendors or maintenance personnel.
• Schedule repairs, inspections, appointments, and property access.
• Coordinate with contractors, vendors, and service providers to ensure work is completed on time.
• Follow up on outstanding maintenance issues and provide status updates to the Property Manager.
• Collect and organize estimates, invoices, work orders, and vendor documentation.
• Maintain accurate records of property repairs and maintenance activities.

Property Management Support

• Assist with property inspections and coordinate inspection schedules.
• Help track leases, renewals, certificates, permits, warranties, and other property documentation.
• Assist in preparing tenant notices and other property-related correspondence.
• Maintain accurate property information in property management software and other systems.
• Assist with accounts payable, invoice tracking, expense documentation, and administrative bookkeeping as needed.
• Support the Property Manager with special projects and operational initiatives.

Qualifications

• 2+ years of experience in administrative support, executive assistance, property management, real estate, or a related field preferred.
• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.
• Exceptional attention to detail and follow-through.
• Ability to manage multiple tasks and competing priorities.
• Professional and courteous communication style.
• Strong computer skills, including Microsoft Office and/or Google Workspace.
• Ability to learn and effectively use property management, scheduling, CRM, and communication software.
• Ability to handle sensitive and confidential information appropriately.
• Strong problem-solving skills and the ability to work independently.
• Previous experience communicating with tenants, vendors, contractors, or property owners is a plus.

Ideal Candidate

The ideal candidate is proactive, dependable, resourceful, and highly organized. You don’t wait to be told about every next step—you anticipate needs, follow through on open items, and keep the Property Manager organized and informed.

You should be comfortable communicating with a wide variety of people, including tenants, property owners, vendors, contractors, and service providers. A calm demeanor, positive attitude, and ability to handle occasional urgent situations are essential.

Key Success Factors

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