Executive Assistant - Maintenance Operations

Morguard • Boynton Beach, FL

43d

About The Position

The Executive Assistant-Maintenance Operations serves as the primary administrative and strategic support to the National Director of Maintenance Services and the US Maintenance Services Team, providing executive-level assistance to ensure operational efficiency, consistency, and alignment across the US Residential and Commercial portfolio. This role is pivotal in supporting operations, coordinating complex national projects, preparing operational and financial reports, and supporting departmental initiatives. The Executive Assistant - Maintenance Operations acts as a liaison between the National Director, Area Service Managers, national vendor partners, and corporate leadership to facilitate communication, drive deliverables, and streamline maintenance operations at scale.

Requirements

• High school diploma or equivalent required; associate or bachelor's degree preferred (Business Administration, Analytics, or related field)
• Proven experience in executive support roles, preferably in property management, real estate, or facilities operations.
• Strong organizational, analytical, and project management skills.
• Excellent verbal and written communication skills; ability to draft professional correspondence and executive summaries.
• Advanced proficiency in Microsoft Office Suite (Excel, PowerPoint, Word, Outlook, Teams); experience in Yardi and Entrata is preferred.
• Familiarity with property management software and databases is a plus. Entrata and Yardi experience, if preferred.
• Demonstrated ability to maintain confidentiality, discretion, and professional judgment in handling sensitive information.
• Detail-oriented mindset with a focus on accuracy and data integrity.
• Ability to work independently, manage competing priorities, and perform under pressure in a fast-paced, geographically dispersed environment.
• Strong interpersonal skills with the ability to liaise effectively across departments and with external partners.

Nice To Haves

• Entrata and Yardi experience, if preferred.

Responsibilities

• Manage calendar, travel arrangements, expense reporting, and support with correspondence with confidentiality and discretion.
• Prepare executive-level communications, presentations, and reports for internal and external stakeholders
• Serve as the point of contact between the National Director and corporate departments, including operations, accounting, environmental, risk management, marketing, and construction and development.
• Prioritize and manage multiple competing priorities while maintaining accuracy, attention to detail, and professionalism.
• Track and follow up on key action items, ensuring accountability and timely execution across the US portfolio.
• Assist with accounts payable/receivable, budget tracking, and expense reporting to support fiscal accuracy.
• Compile, review, and maintain capital and operational budget data, assisting with forecasting and quarterly variance reporting.
• Prepare and analyze operational performance metrics and key performance indicators to support executive decision-making.
• Support the Area Service Managers and other team members in preparing and submitting their monthly expense reports.
• Assist with vendor onboarding, insurance compliance, and service agreement renewals in alignment with corporate procurement and risk management policies and procedures.
• Maintain accurate vendor records and assist in managing all national service contracts.
• Service as a liaison between vendors, property teams, and Area Service Managers to ensure continuity of service delivery and standards.
• Act as the main point of contact for all national partnerships, including tracking agreements, managing the rebate programs, and ensuring compliance across the US portfolio.
• Monitor compliance with corporate policies, safety standards, and regulatory requirements.
• Maintain documentation for lender inspection requirements, environmental programs, and internal maintenance and safety audits.
• Track national maintenance compliance reports and support internal audit readiness.
• Prepare executive-level reports, dashboards, and presentations summarizing operational performance, compliance outcomes, and key initiatives.
• Assist in drafting and distributing communication updates, policy notices, and strategic memos for the Maintenance Services Department.
• Support internal and external presentations for senior management, capital planning meetings, and other meetings as requested by the National Director and Maintenance Services Department.
• Support the National Director during national disasters or emergency events by acting as the logistics coordinator.
• Organize supply deliveries, monitor inventories, track utility information, and compile local, state, and federal resource data and disperse to the appropriate team members.
• Maintain communication channels with affected sites and assist with real-time reporting to leadership.
• Support departmental initiatives focused on process optimization, technology adoption, and workflow standardization.
• Develop and maintain tracking systems, templates, and documentation tools to improve departmental visibility and efficiency.
• Coordinate cross-departmental deliverables and ensure project milestones are met.

Benefits

• Employer Provided Medical Insurance Options
• Excellent culture that supports a work-life balance with time off for Summer Hours, Vacation, Personal, Sick Leave, and Paid Holidays
• Education Reimbursement Program
• Dollar for dollar matching 401k Savings Plan with immediate vesting
• Opportunity to live onsite within portfolio with our Employee Discount

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Industry: Real Estate
• Education Level: High school or GED
• Number of Employees: 1,001-5,000 employees