Job Description

This position is fully on-site.

The Administrative Assistant provides professional administrative and office support. This role ensures smooth day-to-day operations by managing scheduling, correspondence, travel, office logistics, and other administrative functions. The position requires strong organizational skills, attention to detail, and the ability to collaborate effectively across departments.

Administrative Support

• Manage calendars, schedule meetings, and coordinate conference room and virtual meeting logistics.
• Arrange domestic and occasional international travel, including itineraries and expense reporting.
• Prepare, format, and proofread correspondence, presentations, and reports using Microsoft Word, Excel, PowerPoint, and Adobe PDF.
• Process invoices and expense reimbursements in accordance with company procedures.
• Coordinate obtaining signatures and document approvals through DocuSign and other company systems.
• Maintain office supplies and ensure the kitchen and common areas are organized, stocked, and professional.
• Handle incoming and outgoing mail, FedEx, UPS, and other courier services.
• Serve as liaison with vendors, building management, and IT to ensure office operations run smoothly.
• Assist with coordinating special events, including catering and office gatherings.
• Support onboarding logistics for new hires, including workspace setup, access requests, and equipment coordination.
• Act as the office’s Notary Public for documents, maintaining proper notary records and ensuring secure handling of notarized materials in compliance with state and company requirements.
• Collaborate with administrative peers to ensure consistent support and share best practices.

Asset Management Administrative Support

• Maintain accurate property and contact information, ensuring updates for property management teams, joint venture partners, and team members are current.
• Update Asset Manager assignments in RealPage BI to support accurate reporting in the DataHub and Quarterly Data Review process.
• Coordinate with third parties to confirm Asset Manager and property management assignments across the portfolio.
• Collect and organize Multifamily Portfolio Monthly Variance Reports, ensuring timely submission from property managers and proper filing within individual asset and consolidated portfolio workbooks.
• Route and track property-level invoices for payment, ensuring timely processing and coordination with internal and external stakeholders.
• Schedule regular and ad hoc meetings for Asset Managers and assist with related materials.
• Support ad hoc projects including data organization, presentation formatting, and general administrative assistance.

QUALIFICATIONS

• Active Notary Public commission (or willingness to obtain upon hire).
• Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook; ability to edit and manage PDF documents.
• Strong organizational, communication, and multitasking skills.
• Professional demeanor and ability to maintain confidentiality.
• Excellent attention to detail and ability to manage multiple priorities in a fast-paced environment.
• Collaborative and service-oriented mindset

EDUCATION and/or EXPERIENCE

Bachelor's degree (B.A./B.S.) from four-year college or university; and two to five years related experience and/or training; or equivalent combination of education and experience.

This position is fully on-site.

If this position piques your interest, apply today!

Job Tags

Similar Jobs