Executive Administrative Assistant (Temporary)

Retirement Housing Foundation•Long Beach, CA

6d•$30 - $35

About The Position

The Executive Administrative Assistant supports the Vice President of Acquisitions & Development (A&D) by providing comprehensive administrative, clerical, and operational support. This role is essential in ensuring the smooth functioning of the A&D department and maintaining efficient communication and documentation flow with internal and external stakeholders. The ideal candidate demonstrates discretion, professionalism, and organizational excellence in a fast-paced corporate environment. Please note this position is temporary and will remain in effect until the needs of the manager no longer require it. The duration of the role may be extended or ended based on those requirements.

Requirements

Proficient with Microsoft Office Suite and related software.
Excellent verbal, written, and interpersonal communication skills.
Highly organized, detail-oriented, and able to multitask efficiently.
Ability to work independently with minimal supervision.
Strong time management skills and ability to meet deadlines.
Sound decision-making and effective problem-solving abilities.
Demonstrates a high degree of professionalism and confidentiality.
High school or trade school graduate (or equivalent).
Good knowledge of business English, spelling, and punctuation.
Excellent administrative skills and knowledge of general office practices.
Minimum of three years of office experience with increasing responsibility.

Nice To Haves

Prior experience in a corporate office environment preferred.

Responsibilities

Coordinate and schedule meetings, including reviewing requests, resolving conflicts, recording minutes, sending reminders, and preparing handouts.
Screen and direct phone calls, distribute correspondence, and format information for internal and external communication.
Prepare, edit, and review written communications, memos, letters, spreadsheets, and reports, including highly sensitive and confidential materials.
Execute clerical and general office duties, including maintaining filing systems, data entry, copying, typing, and ordering office supplies.
Enhance internal organizational systems and improve physical and digital documentation management.
Undertake ad-hoc administrative projects as requested.
Manage and coordinate documentation for construction pay applications, change orders, third-party invoices, and other departmental files.
Assist in the preparation of applications for loans, grants, and other financial documentation.
Provide support in the creation or collection of routine documents, reports, and executive status updates.
Prepare RHF PDA Committee agendas, minutes, and weekly Development Department meeting notes.
Act as liaison between the VP, A&D and various department heads, board members, and external stakeholders.
Support coordination and delivery of presentations, document edits, and event planning as needed.
Manage information flow in a timely and accurate manner with a high level of discretion.
Assist with general office needs, including expense management, deposits, technology troubleshooting, errands, lunch orders, and meeting coordination.
Demonstrate poise, tact, and diplomacy in handling time-sensitive and confidential situations.
Work independently under strict deadlines, manage competing priorities, and handle multiple tasks efficiently.
Establish and maintain effective business relationships with all levels of management, employees, and business contacts.
Undertake additional work as required to meet department needs.
Perform other duties as assigned.