What are the responsibilities and job description for the Executive Assistant position at The John Stewart Company?
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.
Primary Job Functions
Support the VP and AVP of Property Management and Property Management Division in 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; and
Assist with other administrative tasks as requested by the VP and AVP of Property
Management.
Minimum Qualifications
Demonstrated experience/training/certification that provides the necessary skills to
complete all tasks described in the job description, with or without a reasonable
accommodation.
KNOWLEDGE
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.
Skills
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.
Experience
A minimum of 3 years of experience as Executive Assistant or Office Manager.
Demonstrated Experience In The Affordable Housing Industry Highly Preferred.
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.
Benefits for Employees who work 30 hours/week -
The John Stewart Company will consider for employment qualified applicants with criminal histories in a manner consistent with the requirements of the San Francisco Fair Chance Ordinance and Los Angeles Fair Chance Initiative.
Effective January 1, 2020, the California Consumer Privacy Act requires businesses that meet certain minimum threshold requirements to provide a “notice at collection” to applicants for employment who reside in California. The notice at collection describes the categories of personal information to be collected about these California applicants and the purposes for using that personal information. Therefore, we have posted the Company’s “Notice At Collection For California Applicants” here. Please review this Notice at your convenience.
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.
Primary Job Functions
Support the VP and AVP of Property Management and Property Management Division in 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; and
Assist with other administrative tasks as requested by the VP and AVP of Property
Management.
Minimum Qualifications
Demonstrated experience/training/certification that provides the necessary skills to
complete all tasks described in the job description, with or without a reasonable
accommodation.
KNOWLEDGE
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.
Skills
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.
Experience
A minimum of 3 years of experience as Executive Assistant or Office Manager.
Demonstrated Experience In The Affordable Housing Industry Highly Preferred.
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.
Benefits for Employees who work 30 hours/week -
- 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).
- 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)
- Up to 80 hours of sick time per year.
The John Stewart Company will consider for employment qualified applicants with criminal histories in a manner consistent with the requirements of the San Francisco Fair Chance Ordinance and Los Angeles Fair Chance Initiative.
Effective January 1, 2020, the California Consumer Privacy Act requires businesses that meet certain minimum threshold requirements to provide a “notice at collection” to applicants for employment who reside in California. The notice at collection describes the categories of personal information to be collected about these California applicants and the purposes for using that personal information. Therefore, we have posted the Company’s “Notice At Collection For California Applicants” here. Please review this Notice at your convenience.
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