What are the responsibilities and job description for the Executive Administrative Assistant position at Sundance Property Management LLC?
Location: Cincinnati, OH
Reports To: Chief Operating Officer
FLSA Status: Exempt
At Sundance Property Management, we're guided by purpose, committed to growth, and inspired by connection. We believe exceptional communities begin with exceptional people, and we're looking for individuals who take ownership, solve problems, and genuinely care about making a positive impact.
As we continue to grow across multiple states and markets, we're looking for an organized, proactive professional who can help our executive leadership stay focused, connected, and moving forward.
What You'll DoThe Executive Administrative Assistant provides high-level administrative and organizational support to the Chief Operating Officer, Director of Operations, and to the President. This role helps coordinate priorities, communication, meetings, projects, and day-to-day administrative needs across the organization.
The ideal candidate is highly organized, dependable, professional, and comfortable managing multiple priorities while handling confidential information with discretion.
Executive & Administrative Support- Provide high-level administrative and organizational support to the COO, Director of Operations, and President.
- Assist with calendar management, scheduling, meeting coordination, reminders, and executive priorities.
- Draft, edit, and prepare emails, correspondence, memos, presentations, reports, and other communications.
- Organize and maintain confidential company records, files, and executive materials.
- Help track deadlines, commitments, follow-up items, and ongoing priorities.
- Provide general administrative support as executive and business needs arise.
- Coordinate meetings, conference calls, leadership discussions, and organization-wide meetings as needed.
- Prepare agendas, meeting materials, presentations, and supporting documentation.
- Take meeting notes and track action items and follow-up responsibilities when requested.
- Serve as a point of coordination between executive leadership, corporate departments, regional teams, vendors, and other business partners.
- Assist with incoming communications and help direct questions or requests to the appropriate individuals.
- Maintain professional and confidential communication at all times.
- Coordinate and assist with special projects and initiatives directed by the COO or President.
- Prepare reports, spreadsheets, summaries, and other materials to support leadership and departmental needs.
- Help organize project timelines, responsibilities, and follow-up items to keep initiatives moving forward.
- Support cross-functional coordination between departments and company leadership.
- Assist with company events, employee meetings, recognition programs, and other corporate initiatives.
- Help coordinate office-related needs, supplies, mail, shipping, and other administrative functions as necessary.
- Identify opportunities to improve organization, communication, and administrative processes.
- Perform other duties as assigned.
- High School Diploma or equivalent required; Associate Degree preferred.
- Two or more years of administrative, executive support, project coordination, or related professional experience preferred.
- Strong organizational and time-management skills with excellent attention to detail.
- Ability to manage multiple priorities and complete assignments within established deadlines.
- Strong written and verbal communication skills.
- Ability to draft and edit professional correspondence and communicate effectively with leadership, employees, vendors, and business partners.
- Sound judgment and the ability to maintain confidential and sensitive information.
- Strong follow-through and the ability to work independently while also collaborating with others.
- Proficiency with Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
- Ability to adapt quickly as priorities and business needs change.
- Communication – Communicates clearly and professionally and listens effectively.
- Confidentiality – Protects confidential and sensitive company and employee information.
- Organization – Effectively organizes information, files, projects, and priorities.
- Time Management – Prioritizes responsibilities and completes work within established timelines.
- Professionalism – Demonstrates sound judgment, integrity, reliability, and respect in all interactions.
- Initiative – Anticipates needs, identifies next steps, and takes appropriate action with limited direction.
- Attention to Detail – Produces accurate, thorough work and carefully reviews materials before completion.
- Adaptability – Effectively adjusts to changing priorities and the needs of executive leadership.
- Competitive salary
- Performance-based bonus program
- Medical, Dental & Vision Insurance
- HSA/FSA
- 401(k) with company match
- Life Insurance
- Short & Long-Term Disability
- Paid Time Off
- 8 Paid Holidays
- Employee referral program
- Opportunities for career advancement and professional development
- Ability to remain in a stationary position and work at a computer for extended periods.
- Ability to move throughout a professional office environment as needed.
- Ability to regularly operate computers, mobile devices, and standard office equipment.
- Ability to occasionally lift or move up to 25 pounds.
- Ability to review written and electronic materials for accuracy and make necessary corrections.
This position primarily works onsite in a professional corporate office in Cincinnati, Ohio. Occasional attendance at company meetings, events, or other business locations may be required.
Mobile Device RequirementEmployees in this role are required to use their personal mobile device for approved business purposes, including email, phone calls, text messaging, and company applications.
Equal Opportunity EmployerSundance Property Management is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive workplace for all employees.