Executive Assistant

The John Stewart Company•Scotts Valley, CA

18d•$35 - $40•Onsite

About The Position

The John Stewart Company (JSCo) is a statewide provider of diversified housing services including affordable housing development (both new construction and acquisition/rehabilitation), multifamily property management, financial consulting and construction management services. JSCo currently manages over 30,000 housing units through offices in San Francisco (headquarters), Sacramento, Scotts Valley, Los Angeles and San Diego. Since 1978, the Company has developed over 3,800 units of affordable and mixed-income housing and it is currently involved in projects totaling over 2,000 units of additional rental and for sale housing in several locations throughout California. SUMMARY OF THE POSITION: This position provides administrative support to the Vice President of Property Management (VP) and Assistant Vice President (AVP) and plays a key role in the efficiency of the Property Management Department and top leadership. Regular duties will vary as necessary to meet that goal. Typical administrative support includes: office management duties, managing correspondence; screening and responding to inquiries; coordinating meetings, trainings and events; tracking timelines associated with special projects and regional deadlines; providing administrative support for development project deliverables, management renewals and Requests for Proposal; making copies, scans and filing; answering phone inquiries; assisting with travel arrangements; support of DRE requirements that can be delegated to an Assistant under DRE Regulations; planning Property Management division events as needed; supporting the roll-out of corporate initiatives in the Department; and other related duties.

Requirements

Demonstrated experience/training/certification that provides the necessary skills to complete all tasks described in the job description, with or without a reasonable accommodation.
Problem Sensitivity/ Deductive Reasoning — Discovery or anticipate problems and use independent judgment and decision making to solve any problems. Apply logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems considering the relative costs and benefits of potential actions to independently choose the most appropriate one.
Policies and Regulations — Knowledge of company policies, federal, state and local laws,government regulations and agency rules that pertain to properties managed.
Written Comprehension and Expression — Ability to read, understand and communicate information and ideas in writing so others will understand.
Oral Comprehension and Expression — Ability to listen to, understand and speak so others can understand ideas and information presented verbally.
Mathematical Skills — Ability to add, subtract, multiply, and divide, using whole numbers, fractions, and decimals. Ability to compute rate, ratio, and percent. Ability to read and understand basic financial statements and a willingness to learn to prepare annual budgets.
Written Comprehension and Expression: Ability to read, understand and communicate information and ideas in writing so others will understand.
Oral Comprehension and Expression: Ability to listen to, understand and speak so others can understand ideas and information presented verbally.
Time Management/Organization: Ability to multitask and manage multiple projects.
A minimum of 3 years of experience as Executive Assistant or Office Manager.
Demonstrated experience in planning, scheduling and completing complex projects with minimum guidance.
Significant demonstrated skills using Microsoft Office programs such as Word, Excel, PowerPoint and Outlook.
Demonstrated ability to work with technology and software development.

Nice To Haves

Demonstrated experience in the affordable housing industry highly preferred.

Responsibilities

Oversee day to day office operations, order supplies and manage office resources
Coordinate vended services for the office, such as carpet cleaning and general maintenance
Ensure office equipment and facilities are maintained and support technology needs
Maintain regional property listings, pipeline and Org Chart
Manage correspondence related to formal reviews from applicants and residents, from auditors, funders and business partners
Actively manage tasks, timelines and communication associated with development project deliverables such as Management Agreements and Management Plans
Provide administrative support for special projects for the VP, AVP and Property Management Division
Create and actively manage Outlook calendars, reports in Excel, SutiExpense, Nexus and other software tools
Provide support with recruitment and onboarding, including managing job postings in iCIMS, coordinating interviews and reviewing new hire packets
Draft Excel cost comparisons, financial reporting and budget preparation
Process invoices and expense reports as requested
Assist in the preparation and assembly of management proposals
Draft, proofread and mail correspondence
Prepare meeting agendas and presentation materials
Track project timelines and deliverables
Work with sensitive/confidential information
Anticipate executive needs and proactively solve problems
Create and maintain files, both hard copy and electronic
Schedule meetings/conference calls
Screen telephone inquiries and direct callers as appropriate to correct resources
Provide information and assistance in a professional manner
Build and maintain positive relationships with clients, partners and employees
Lead and/or assist in the planning and execution of property management events such as holiday parties and staff appreciation events
Manage copying tasks (in-house or through a print vendor), assemble enclosures, create labels, and ensure that deadlines for mailings are achieved
Assist with other administrative tasks as requested by the VP and AVP of Property Management

Benefits

Medical, dental and vision care; preventative medical care paid at 100%.
Vacation leave of up to ten days per year in the first year.
Up to 80 hours of sick time per year.
Flexible Spending Accounts for Health Care and Dependent Care.
Company paid Life AD&D Long Term Disability.
Free, confidential counseling through our Employee Assistance Program.
Commuter benefit program.
Discounts for AT&T and ClassPass.
$100 annual Wellness Reimbursement.
Matching 401(K) Retirement Savings Plan of up to 2% of your compensation (for any employee who works 20 hours or more per week).