Executive Coordinator, Operations

Location

Key Tower - 127 Public Square

Business

We know that a “one-size-fits-all” approach doesn’t work when it comes to residential living. That’s why, at Brookfield Properties, our portfolio features a wide range of options for any stage of life. And though our properties may be diverse, one thing is universal: all offer the unparalleled quality, service, and support our residents deserve.

If you’re ready to be a part of our team, we encourage you to apply.

Job Description

Position Summary

This role provides high-level operational and administrative support to two Senior Vice Presidents and 14 Regional Directors within the Multifamily Executive team. The Executive Coordinator of Operations interfaces with company executives, Regional Directors, and other individuals both internally and externally on matters relating to the day-to-day operation of the Multifamily business, its departments, and business units — many of which are of a confidential nature.

This role thoroughly understands the organization, business, and various operational work cycles to independently prioritize competing demands, anticipate needs, and meet deadlines across a large, distributed leadership team. The Executive Coordinator provides administrative organization and coordination for company-wide initiatives and projects, managing execution and delivery to ensure alignment across regions.

Essential Job Function

Job Function #1: Executive & Administrative Support (30%)

• Manages complex, multi-time-zone calendars for two SVPs and 14 Regional Directors, requiring independent judgment to establish appointment priorities, reschedule or redirect meetings, and note commitments made during meetings.

• Reads, reviews, and summarizes incoming correspondence; drafts, signs, and sends routine correspondence on behalf of Executives.

• Keeps operations running in the absence of Executives by fielding calls and resolving routine and select non-routine issues based on policy and procedure, escalating high-priority items during travel or extended meetings as needed.

Job Function #2: Strategic Initiative & Cross-Functional Project Coordination (20%)

• Coordinates and executes company-wide initiatives and projects, working cross-functionally with other departments and business entities to ensure alignment and consistent execution across regions.

Job Function #3: Reporting, Analysis & Presentation Materials (15%)

• Produces non-routine/routine, confidential, and cyclical reports, spreadsheets, and other documents for the Company or specific business units; gathers and reviews information, determines recommendations for inclusion, and presents findings to Executive team.

• Compiles reports and performs light data analysis to support SVP decision-making.

• Coordinates and prepares presentation-ready materials and briefing documents for senior leadership, ensuring accuracy and on-time delivery.

Job Function #4: Event Planning & Leadership Coordination (15%)

• Leads end-to-end planning and execution of events and leadership coordination activities across a large, distributed team spanning multiple regions.

Job Function #5: Budget & Expense Management (15%)

• Tracks budgets, reconciles expenses, and manages vendor relationships.

• Completes travel expense reporting for all Regional Directors and SVPs via Coupa.

Job Function #6: Systems Support & Other Duties (5%)

• Assists with end-to-end testing for issues arising within the Yardi system.

• Performs other duties as assigned.

Education

Associate Degree in Business Administration, Communication, or related field required

Undergraduate (Bachelor) Degree in Business Administration, Communication, or related field preferred

Work Experience

5-7 Years of Progressive experience in executive administrative support, project coordination, or operations support required

3-4 Years of Experience supporting senior-level executives (VP level or above) preferred

3-4 Years of Experience supporting multiple leaders or a distributed team preferred

3-4 Years of Experience with budget tracking, expense reconciliation, or vendor management preferred

1-2 Years of System Experience