Executive Assistant - San Francisco

Overview

The John Stewart Company (JSCo) is a statewide provider of diversified housing services including affordable housing development (both new construction and acquisition/rehabilitation), multifamily property management, financial consulting and construction management services.  JSCo currently manages over 30,000 housing units through offices in San Francisco (headquarters), Sacramento, Scotts Valley, Los Angeles and San Diego.  Since 1978, the Company has developed over 3,800 units of affordable and mixed-income housing and it is currently involved in projects totaling over 2,000 units of additional rental and for sale housing in several locations throughout California.

 

 

SUMMARY OF THE POSITION: 

This position provides administrative support to the Vice President of Property Management (VP) and plays a key role in the efficiency of the Property Management Department and top leadership.  Regular duties will vary as necessary to meet that goal.  Typical administrative support includes: managing correspondence; screening and responding to inquiries; scheduling meetings and managing the calendar of the VP; tracking timelines associated with special projects and regional deadlines; providing administrative support for development project deliverables and Requests for Proposal; making copies, scans and filing; answering phone inquiries; scheduling meetings; assisting with travel arrangements; support of DRE requirements that can be delegated to an Assistant under DRE Regulations; planning Property Management division events as needed; supporting the roll-out of corporate initiatives in the Department; and other related duties. 

Responsibilities

PRIMARY JOB FUNCTIONS  

• Support VP of Property Management and the Property Management Division in their work activities; 

• Support AVP of Compliance and the Compliance Department in their work activities; 

• Manage correspondence related to formal reviews from applicants and residents; 

• Manage correspondence from auditors, funders and business partners; 

• Actively manage tasks, timelines and communication associated with development project deliverables such as Management Agreements, Management Plans and subordination agreements; 

• Provide administrative support for special projects for the Property Management Division; 

• Create and actively manage schedules in Outlook; 

• Create and actively manage reports in Excel, SutiExpense and other software tools 

• Assist in the preparation and assembly of management proposals; 

• Draft and mail correspondence; 

• Work with sensitive/confidential information; 

• Create and maintain files, both hard copy and electronic; 

• Schedule meetings/conference calls; 

• Screen telephone inquiries and direct callers as appropriate to correct resources; 

• Provide credit card account maintenance; 

• Prepare expense reports as requested; 

• Provide information and assistance in a professional manner;  

• Lead and/or assist in the planning and execution of property management events such as appreciation events for Regional Managers or Directors; 

• Manage copying tasks (in-house or through a print vendor), assemble enclosures, create labels, and ensure that deadlines for mailings are achieved; and 

• Assist with other administrative tasks as requested by the VP of Property Management or AVP of Compliance. 

Qualifications

MINIMUM QUALIFICATIONS 

To perform this job successfully, an individual must be able to perform each primary job function satisfactorily.  The requirements listed below are representative of the knowledge, skill and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

 

SKILLS 

• Written Comprehension and Expression: Ability to read, understand and communicate information and ideas in writing so others will understand.       

• Oral Comprehension and Expression: Ability to listen to, understand and speak so others can understand ideas and information presented verbally. 

• Time Management/Organization: Ability to multitask and manage multiple projects.  

 

EXPERIENCE 

• A minimum of 5 years of experience as Executive Assistant.  Demonstrated experience in the affordable housing industry highly preferred.   

• Demonstrated experience in planning, scheduling and completing complex projects