Division Administrative Assistant

The Division Administrative Assistant reports to the Senior Vice President over an operational division. The Administrative Assistant also provides support to the divisional multi-site team. The Administrative Assistant will interact with both internal and external customers in a fast pace environment and must be able to be proactive, efficient and maintain a high level of professionalism and discretion. Must be well organized, flexible and able to adapt to a varied work schedule, including weekends, after hours and some holidays as required. This hybrid/remote position is based in Newport News, Virginia, with an on-site presence required one day per week. The successful candidate will embody and work to reinforce MAA’s Core Values.  Those values include:

• Appreciating the uniqueness of each individual
• Communicating openly and with integrity
• Embracing opportunities
• Doing the right thing at the right time for the right reasons

Duties and Responsibilities

• Maintains the SVP and RVP’s schedule and calendar.
• Maintains and distributes divisional calendar for travel, meetings, PTO, etc.
• Answers phones and directs all calls to appropriate associates.
• Assists multi-site and divisional support with preparation of presentation/meeting materials.
• Coordinates and plans meetings for management as needed.
• Review and summarize miscellaneous reports and documents as requested.
• Reviews and codes invoices for SVP approval.
• Assist in planning Open Arms fundraisers.
• Order supplies and services as needed.
• Arrange travel schedules and make reservations for the SVP and RVP’s as requested.
• Schedules and facilitates job interviews for SVP and RVP’s.
• Maintains files, both paper and digital for SVP.
• Performs other related duties as assigned to meet the needs of the business. 

Required Qualifications

• High school diploma/GED
• At least 3 years of previous administrative assistant experience and proficiency in the use of Microsoft Office software including Word, Excel, and PowerPoint

Preferred Qualifications

• Post High School education and onsite apartment property experience

Knowledge, Skills, and Abilities

• ​Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing spreadsheets and presentations, and other office procedures
• Ability to prioritize while performing multiple tasks simultaneously
• Strong listening skills
• Effective organizational skills
• Ability to solve customer service needs
• Ability to work with confidential information and maintain appropriate discretion
• Work well under pressure and time constraints
• Ability to work with minimal supervision
• Ability to give high attention to detail
• Establish and maintain cooperative working relationships
• Effective oral and written communication skills

Physical and Environmental Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.

This position requires the ability to occasionally lift office products and supplies, up to 20 pounds.

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Disclaimer

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.