Executive Administrative Assistant

Position Overview: The Executive Administrative Assistant plays a crucial role in providing administrative support to the organization, with a primary focus on managing data entry, property listings, client agreements, contracts, maintaining a database, registering rental properties with the county, paying monthly property TPT taxes, and Documenting SOPs (Standard Operating Procedures)

Qualifications
•Problem-solving:
•Strong analytical skills to identify and resolve problems promptly
•Listens attentively and communicates clearly and professionally
•Capable of editing work for accuracy and clarity
•Proficient in interpreting complex written information
•Planning and Organization:
•Demonstrates strong organizational skills
•Uses time efficiently to meet deadlines
•Consistently punctual and reliable
•Cultivates strong interpersonal relationships
•Capable of developing robust networks and collaborating effectively
•Proven experience in administrative roles, preferably in property management or related fields
•Strong organizational skills with the ability to multitask and prioritize tasks effectively
•Attention to detail and accuracy in data entry and documentation
•Proficiency in Microsoft Office suite (Word, Excel, Outlook) and experience with database management software
•Excellent written and verbal communication skills
•Ability to maintain confidentiality and handle sensitive information with discretion

Responsibilities
•This role also encompasses typical administrative duties within the property management and investment sectors
•Additionally, this position will provide support to the business owner and In-House team on department needs
-Maintaining Appfolio and Notion for all property and owner onboarding
•Receive, review, and process onboarding documentation
•Register Rental properties
•Process TPT monthly payments for each property
•Assist in the creation, completion, and processing of property management agreements and other contracts
•Ensure accurate documentation, signatures, and filing of contracts according to organizational procedures
•Collaborate with legal and finance teams to ensure compliance with contractual obligations and deadlines
•Regularly update and maintain the contract database with new agreements, amendments, and terminations
•Ensure data integrity and accuracy within the contract database
•Generate reports and provide insights on contract status and trends as required
•Manage incoming calls, emails, and inquiries, and redirect them as necessary
•Schedule appointments, meetings, and conference calls as requested
•Assist with general office tasks such as data entry, ordering supplies, and communicating with the in-office team
•Provide administrative support to other team members and departments as needed
•Uses own judgment and seeks input from team members when necessary
•Manages competing demands and handles interruptions effectively
•Document and help build SOP’s (Standard operating procedures)