Executive Assistant and Operations Business Manager - Central Office, Hayward

POSITION SUMMARY  

Under the direct supervision of the Director of Property Operation and Quality Management, provide executive level and administrative support, board committee support, and logistical support for Property Operations events of all sizes. Provide high level support to C-suite executives and other senior management, thus being entrusted with confidential information.  Additionally, the EA/OBM ensures that all operational support duties work in sync while aligning the department’s various functions and projects to achieve collective goals. They act as a bridge between departments to foster communication and collaboration, and always represents Eden Housing with a high degree of professionalism, diplomacy, tact, and strong customer service orientation.

ESSENTIAL DUTIES AND RESPONSIBILITIES

EXECUTIVE SUPPORT

• Manage executive schedule / calendar.
• Schedule meetings and coordinate meetings and calls for COO, SVP of Property Ops, and Department Directors.
• Prepare and edit correspondence, communications, presentations and other documents.
• Monitor, screen, respond to and distribute incoming communications, including phone calls.
• Maintains various documents and records for company executives.
• Determines priority of matters of attention for the COO, and SVP of Property Ops, and directs matters to appropriate staff to handle or handle matters personally, as appropriate.
• Interact with guests and visitors as needed.
• Arrange travel, accommodations, itineraries, and all correspondence related to arrangements as needed.
• Arrange Property Operations events to take place outside of the workplace, such as staff appreciation events.
• Plan, organize, and implement various internal and external meetings, including gathering documentation and attending to logistics of meetings.
• Prepare reports and presentations for meetings.
• Gather, analyze and translate data to identify trends to escalate to management.
• May be required to travel to Eden Housing managed properties upon request.
• Uphold a strict level of confidentiality.
• Maintain a high level of professionalism.
• Actively participate in our culture of inclusivity.

Operations Support

• Prepare routine correspondence as requested.
• Reconcile credit card statements for COO, SVPPO, and Department Directors.
• Manage property budget calendar between Operations Property Management and Asset Management.
• Process incoming mail including opening, date stamping, sorting, logging checks, and distribution in a timely manner.
• Prepare outgoing mail if necessary (Fed Ex, registered and regular mail).
• Provides support on a regular, seasonal, and special project as requested.
• Provide back-up and assistance to other support staff as needed.
• Provides coordination, monitoring, and communication of projects and programs managed by this position and the Sr. Operations Coordinator.

BOARD SUPPORT

Participate professionally and confidentially in all board related activities. These include:

Property Boards

• Gather and prepare Property Board meeting packets, coordinate board communication, lead

      those meetings, and review AI companion transcripts to produce accurate meeting notes.

Board and Committee meetings

• Collect and prepare documents and reports for departmental Board and Committee meetings (Property Operations, Resident Services, Executive Committee).
• Serve as back-up administrator for Board of Directors meetings when needed on rare occasion to assist with the following:

• Coordinate and manage board communications through various channels (email, phone, etc.), including scheduling meetings, distributing correspondence, and handling other related tasks.
• Manage board meeting logistics such as booking meeting venue, food, materials, equipment, access, etc.

SUPERVISORY DUTIES

• Supervises Operations Coordinator and all associated tasks, including:
  • Managing and approving timecards.
  • Sets performance goals and deadlines.
  • Monitors employee productivity, trains and provides constructive feedback.
  • Monitors employee performance to ensure maximum productivity.

ADMINISTRATIVE

• This role might be required to lead or take on a crucial part in coordinating the annual Maintenance and Janitorial event.
• Answers department calls, take detail messages, and promptly route them to the appropriate staff. 
• Greet department guests and visitors with a high level of professionalism.

• Escalate problems/concerns as needed to appropriate staff using good judgment and discretion. 
• Demonstrate patience and compassion when dealing with high-need callers and guests. 

Supervisory Responsibilities

Supervises the Operations Coordinator. carries out supervisory responsibilities in accordance with the organization’s policies and applicable laws.  Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance: rewarding and disciplining employees; addressing complaints and resolving problems.

EDUCATION and/or EXPERIENCE

Three years related experience and/or training, with demonstrated success performing the critical job functions.

PREFERRED SKILLS and/or ABILITIES

• Proven administrative and clerical skills at the executive level.
• Ability to work well under pressure and successfully meet deadlines. Ability to be effective and flexible in stressful situations (i.e. unexpected problems, tight deadlines)
• Strong interpersonal and communication skills (written and verbal)
• Excellent organizational skills, strong attention to detail, high regard for accuracy and top-quality work. 
• Effective and creative problem-solver and decision-maker with strong initiative and excellent follow-through.
• Familiarity with standard office equipment and machines (fax machine, copy machine, postage machine, etc.)
• Ability to establish and maintain databases and keep complex records and files.
• Advanced knowledge of Word, PowerPoint, Adobe Acrobat, and Excel.
• Must be able and willing to travel to all company locations to carry out corporate / administrative duties and responsibilities.
• Experience working with diverse groups, i.e., staff, residents, outside contacts.
• Ability to drive the company’s mission by always representing our vision.

LANGUAGE, MATH & REASONING SKILLS

Ability to read and comprehend written instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one situations to customers, clients, and other employees of the organization. Ability to add and subtract two-digit numbers and to multiply and divide with 10's and 100's. Ability to perform these operations using units of American money and weight measurement, volume, and distance. Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

PHYSICAL DEMANDS 

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 sit and use hands to finger, handle, or feel.  The employee is occasionally required to reach with hands and arms.  The employee must occasionally lift and/or move up to 25 pounds.  Specific vision abilities required by this job include close vision and ability to adjust focus. Physical demands include writing/typing, use of computer and paper files, answering phones, attending meetings.

WORK ENVIRONMENT 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually moderate.

QUALIFICATIONS  

To perform this job successfully, an individual must be able to perform each essential duty 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.

JOB DESCRIPTION REVISION

This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts or working conditions associated with this job.  While this job description is intended to be an accurate reflection of the current job management reserves the right to revise the job or to require that other or different tasks are performed when circumstances change.  This job description replaces all previous descriptions for this position.