Job Summary

The Administrative Assistant provides high-level administrative and operational support to multiple departments, including Executive, Portfolio Management, Project Finance, Acquisitions, and Legal/Transactions. This role is essential in ensuring the smooth day-to-day functioning of the office, supporting internal and external events, and maintaining a professional and organized work environment. The ideal candidate is proactive, detail-oriented, and capable of managing multiple priorities while maintaining confidentiality and professionalism.

This is a part-time, on-site position located at our corporate office in the Sorrento Valley area of San Diego, CA. The schedule is 30 hours per week, Monday through Friday, with core hours from 9:00 AM to 3:30 PM (with a 30-minute meal break) or 9:00 AM to 4:00 PM (with a 1-hour meal break). This role may extend to full-time hours in the future.

Key Responsibilities

Administrative Support

• Process expense reports, coordinate travel arrangements, and perform general administrative tasks for executives and department staff.
• Maintain and update contact databases for executives.
• Schedule and coordinate department meetings, including booking conference rooms and managing calendars.
• Serve as third backup for the front desk receptionist: greet visitors, assign guest badges, answer and direct phone calls.

Legal/Transactions Support

• Act as department backup for the Legal/Transactions team, especially on Thursdays and Fridays.
• Notarize documents, scan and overnight real estate closing packages.
• Provide coverage for the primary Legal/Transaction Administrative Assistant as needed.

Event & Meeting Coordination

• Assist with planning and execution of internal and external events, including:
  • Quarterly meetings
  • Annual investor conference
  • NMHC meetings
  • Departmental lunches and celebrations
  • Company social events
• Support conference room setup and cleanup, including food and beverage service.
• Monitor conference room schedules and assist with logistics for board and management committee meetings.

Office Operations

• Pick up and distribute daily mail for multiple departments.
• Maintain and organize the supply room; monitor inventory and restock supplies as needed.
• Ensure conference rooms are clean, stocked, and ready for meetings.

Other

• Occasional travel and overnight stays for events (1–2 times per year).
• Perform other duties and special projects as assigned.

Qualifications

Education & Certifications

• High school diploma or equivalent required; Associate degree or higher preferred.
• Active California Notary Public commission is strongly preferred. If not already commissioned, new hires will be required to successfully obtain certification within six months of their start date.

Experience

• Minimum of 2–3 years of administrative or office support experience in a corporate or professional services environment.
• Experience supporting multiple departments or executives simultaneously.
• Familiarity with event coordination and logistics
• Demonstrated ability to handle confidential information with discretion.
• Prior experience in a legal or real estate environment is highly desirable.

Skills & Competencies

• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint); familiarity with Teams, SharePoint, and Adobe Acrobat is a plus
• Comfortable operating standard office equipment including copiers, scanners, postage machines, and conference room technology
• Accurate and efficient typing skills with strong attention to formatting and proofreading
• Basic to intermediate math skills for expense tracking and reporting
• Excellent customer service skills with a professional, approachable demeanor
• Strong organizational and time management abilities; able to manage multiple priorities and meet deadlines consistently
• Clear and professional verbal and written communication skills, including direct interaction with C-level executives and external stakeholders
• Demonstrated ability to work independently, take initiative, and adapt to changing priorities in a fast-paced environment
• High attention to detail and accuracy in all work, from scheduling to document handling
• Builds and maintains effective working relationships across departments and levels of the organization
• Maintains a polished, professional appearance and demeanor at all times
• Consistently meets expectations for