Executive Administrative Assistant

4 days on-site - WFH flexibility once a weekOverview:The Executive Administrative Assistant is a highly professional, detail-driven, tech-savvy, and proactive individual who provides direct, high-level administrative support to Pennrose's President of Acquisitions, while also supporting its Head of Capital Markets. This role requires a strategic thinker with a strong work ethic, impeccable organizational skills, and a commitment to operational excellence.As a trusted partner to leadership, the Executive Assistant will anticipate needs before they arise, ensure seamless coordination of schedules and priorities, and foster a highly efficient and collaborative office culture. The ideal candidate thrives in a fast-paced, high-performance environment and plays a pivotal role in optimizing executive workflows, leveraging technology for streamlined operations and enhanced collaboration.This individual will be a critical part of a mission-driven team, supporting Pennrose's commitment to creating and preserving affordable housing nationwide. Success in this role means enabling peak executive performance by maintaining flawless operational execution, clear communication, and high-impact problem-solving.Duties and Responsibilities: Anticipate the executives needs before they arise.Managing multiple tasks with precisionProfessional responsiveness to the executives' business needsTimely preparation of quality correspondence, applications, proposals, presentations, and reportsCalendar & Schedule Management - Expert-level scheduling, managing complex calendars, and prioritizing appointments, both virtual and in person.Travel Coordination - booking travel and handling last-minute changes and ensuring seamless logistics.Handling mail and e-mail correspondence with professional efficiency and courtesyDiscretion in handling confidential informationMaintenance of the Office Outlook Contact DatabaseFinancial Acumen - Basic budgeting, expense management and handling invoicesManagement of all office supplies and their organizationOperation of all office equipmentUtilization of UPS, Fed Ex and US Mail accounts and suppliesCommitment to organizational excellenceComplying with all Pennrose personnel policiesOffice culture and engagementFoster a positive, collaborative work environment by supporting internal communication.Plan and coordinate team-building activities, office-wide meetings, and engagement events.Act as a key point of contact for collaborative office initiatives.Technology driven collaboration:Champion the use of collaboration tools (e.g., Microsoft Teams) to enhance workflow efficiency.Assist with virtual meetings, digital file sharing, and knowledge management to ensure seamless teamwork.Onboarding and team integration:Support the Executives' onboarding of new hires.Assist in maintaining an inclusive and connected office environment across remote and in-person teams.Other duties as assigned.Qualifications:Bachelor's degree preferred4+ years of prior executive administrative support and office management responsibilitiesResponsible for all matters pertaining to smooth and efficient office managementDemonstrated ability to work under pressure exercising sound judgmentAbility to prioritize demands and respond with composure to a fast-paced environment with high-energy leadershipDemonstrated organizational skills, including the ability to set priorities in concert with the Team Leaders - yet able to work independentlyDemonstrated ability to respond to and resolve problems rapidly and efficientlyConsiderable interpersonal skills including the ability to establish and maintain effective working relationships with others; being both responsive and thoughtfulKnowledge of event planningDemonstrated strong work ethic in an office support positionProficiency in Outlook, Microsoft Office including Word and ExcelDemonstrated punctualityAccuracy and speed in task executionStrong work ethics and high work standardsExcellent verbal and written communication skills with an outstanding ability to express oneself conciselyAbility to understand the organizational structure and work through administrative systemsDemonstrated ability to switch gears and pitch in with team efforts - required when multiple projects reach closure (e.g. special documents and materials must be finalized, organized and dispatched under critical deadlines)Ability to arrange meetings and make all travel arrangements, when requiredMaturity, good judgment and professionalismRequires a valid driver's license, an insured vehicle, and the ability to travel (between properties, on-call emergencies, training, etc.)

Created: 2025-03-01