Executive Administrative / Office Assistant

About the Role

We are hiring an Executive Administrative / Office Assistant to support a very busy, fast-paced office that manages several companies and properties. This is not basic admin work—you will support leadership, handle daily office operations, coordinate with tenants and vendors, and help the office run efficiently.

The ideal candidate is organized, calm under pressure, flexible, and able to multitask constantly.

Key Responsibilities

Front Desk & Reception

• Answer and route incoming calls

• Greet visitors, tenants, vendors, and employees

• Maintain a clean and organized front desk area

Administrative Support

• Start, stop, and manage utilities for properties

• Assist A/R with collections

• Maintain vendor files (W9s, COIs, insurance updates)

• File monthly statements and reports electronically

• Keep Dropbox files organized

• Assist the Office Manager, Controller, and staff with various tasks

• General clerical duties: filing, scanning, copying, email management

Property & Tenant Coordination

• Communicate with tenants who need assistance or coordination

• Support utility setup and administrative tasks for properties. Help collecting rents and assisting with maintenance requests.

Errands & Daily Tasks

• Pick up mail from P.O. Boxes

• Sort, scan, and distribute mail

• Drop off checks at banks

• Run office errands (post office, bank, store, etc.)

Executive & Personal Assistant Duties

This role includes broad support for leadership, including:

• Assisting the Office Manager with administrative and organizational needs

• Helping team members with tasks or requests throughout the day

• Assisting the owner with personal or business-related tasks

• Taking initiative and stepping in wherever needed

• Maintaining confidentiality at all times
  
  Other duties as assigned

This is a “jump in and help” role, requiring flexibility, professionalism, and strong problem-solving skills.

Office Upkeep

We have a professional cleaning service. This role handles basic upkeep, such as keeping common areas tidy, restocking supplies, and running the dishwasher.

Qualifications

• Thrives in a fast-paced environment

• Excellent multitasking and organizational skills

• Strong communication and people skills

• Positive, dependable, and self-motivated

• Quick learner with attention to detail

Skills & Experience

• Microsoft Office (Word, Outlook, Excel) required

• Bill.com or QuickBooks experience a plus

• Receptionist or administrative experience preferred

• High school diploma or equivalent

Benefits

• Health insurance (50% employer-paid)

• Dental and vision available

• PTO paid holidays after 90 days

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