Executive Administrative Assistant (Newport News, Virginia)

Drucker and Falk LLC • Newport News, VA

1d • $29 - $33 • Hybrid

About The Position

The Executive + Administrative Assistant provides high-level administrative and operational support to the Regional Director and Regional Property Managers. This role manages executive calendars, reports, presentations, business development proposals, meetings, travel, and confidential communications while coordinating projects and serving as a liaison between corporate departments, clients, ownership groups, and property teams. The ideal candidate is highly organized, detail-oriented, technologically proficient, and able to manage multiple priorities in a fast-paced environment. Experience with Microsoft Office 365, Yardi, and AI productivity tools is preferred.

Requirements

• Bachelor's degree preferred.
• Minimum of 3-5 years of executive or senior administrative support experience.
• Experience in multifamily housing, commercial real estate, property management, or a related industry strongly preferred.
• Experience supporting senior executives or regional leadership preferred.
• Exceptional organizational and project management abilities.
• Strong analytical and problem-solving skills.
• Excellent business writing and editing capabilities.
• Ability to manage confidential information.
• Strong interpersonal and customer service skills.
• Ability to meet deadlines with minimal supervision.
• Ability to work collaboratively across multiple departments.
• Microsoft Office 365 (Word, Excel, PowerPoint, Outlook, Teams)
• Adobe Acrobat
• Microsoft SharePoint
• Yardi Voyager or similar property management software (preferred)
• DocuSign and cloud-based document management systems
• AI productivity tools (Microsoft Copilot, ChatGPT, or similar)
• Internet research and online collaboration platforms

Nice To Haves

• Experience with Microsoft Office 365, Yardi, and AI productivity tools is preferred.
• Bachelor's degree preferred.
• Experience in multifamily housing, commercial real estate, property management, or a related industry strongly preferred.
• Experience supporting senior executives or regional leadership preferred.
• Yardi Voyager or similar property management software (preferred)
• AI productivity tools (Microsoft Copilot, ChatGPT, or similar)

Responsibilities

• Manage complex calendars, meetings, appointments, and scheduling for Regional Directors.
• Coordinate travel arrangements, itineraries, expense reports, and meeting logistics.
• Prepare correspondence, presentations, reports, agendas, meeting minutes, and executive summaries.
• Handle confidential information with discretion and professionalism.
• Screen incoming calls, emails, and correspondence while responding independently when appropriate.
• Maintain electronic filing systems, corporate records, and regional documentation.
• Compile weekly, monthly, quarterly, and annual operational reports.
• Coordinate lender replacement reserve submissions and required documentation.
• Reconcile corporate purchasing card statements and expense reports.
• Assist with property ownership reporting and financial documentation.
• Maintain property, client, vendor, and ownership databases.
• Coordinate insurance documentation and claims with internal departments.
• Assist with compliance documentation and audit preparation.
• Coordinate multiple regional projects while tracking deadlines and deliverables.
• Support implementation of new company initiatives and operational programs.
• Monitor and collaborate across departments on project timelines and communicate progress with stakeholders.
• Help identify opportunities to improve administrative processes and efficiencies.
• Coordinate Requests for Proposal (RFPs), management proposals, and due diligence submissions within deadlines
• Compile information from multiple departments into professional proposal packages.
• Manage proposal timelines and submission deadlines.
• Assist with client presentations and business development materials.
• Support onboarding documentation for newly awarded management assignments.
• Coordinate and execute regional meetings, leadership meetings, training sessions, and special events within budget
• Prepare meeting materials, agendas, and presentation decks.
• Coordinate and execute conference registrations, hotel accommodations, and event logistics.
• Assist with company recognition programs, holiday initiatives, charitable events, sponsorship drives, and employee engagement activities.
• Utilize Microsoft Office 365, Teams, Adobe Acrobat, Yardi, and other business software to improve efficiency.
• Leverage AI-powered productivity tools (such as Microsoft Copilot or ChatGPT) to assist with document preparation, research, meeting summaries, and administrative workflows while maintaining confidentiality and company standards.
• Recommend improvements to administrative processes and document management systems.
• Maintain digital records and standardized templates.
• Serve as a professional liaison between regional leadership, clients, ownership groups, vendors, corporate departments, and property teams.
• Resolve routine issues independently while escalating complex matters appropriately.
• Deliver exceptional internal and external customer service.
• Perform additional duties and special projects as assigned.

Benefits

• Medical, Dental, and Vision Insurance
• Company-Paid Life Insurance
• Long-Term Disability
• 401(k) with Company Match
• Employee Assistance Program (EAP)
• Paid Vacation and Sick Leave
• Professional Development Opportunities

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level