Essential Functions:

• Handles all administrative tasks and clerical duties to ensure smooth operation of the Multifamily Operations leadership team

• Composes spreadsheets, presentation materials, and internal/external correspondence.

• Conduct research, compile data and prepare reports or papers for consideration and presentation by executives.

• Acts as a gatekeeper for Multifamily Operations leadership team by maintaining calendars and schedules, answering phone calls, directing calls to the appropriate person, or taking clear and complete messages.

• Prepares meeting agendas and coordinates meeting logistics for virtual and in-person meetings. Such as dial-in numbers, virtual conference links (Microsoft Teams, Zoom, etc.), coordinating catering for lunches, greeting guests and visitors, and ensuring meetings start on time.

• Makes travel arrangements, including flights, hotels, and transportation, and processes expense reimbursements associated with travel promptly

• Attend meetings to record meetings, if necessary.

• Ability to track, coordinate, and organize large amounts of documentation coming in from multiple property locations with short deadlines. This may entail information for various departments such as construction, Risk Management, due diligence, etc

• Facilitate the coordination of various training programs by assembling and distributing training materials. Schedule, coordinate, and prepare training facilities – the technical ability to set up and operate actual presentation equipment.

• Assist in preparing and maintaining Manual Policy Forms as directed by the Senior Vice President.

• Assist in the scheduling coordination for the property managers and maintenance supervisors as needed.

• Daily administrative duties such as preparing/sorting/distributing mail; handing incoming/outgoing faxes; maintain office supplies – restock as necessary.

• Duties may include tracking invoices and budgets for large-scare property renovation projects.

• Collect and maintain monthly site visit reports to ensure that all properties follow Indio policies, coordinate, track, and audit safety program activities. Understands when to involve appropriate parties to ensure that any deficiencies are audited and addressed with appropriate parties.

• Other duties as assigned.

Job Competencies:

• Proficiency with Microsoft Office suites (Outlook, Word, Excel, PowerPoint, Project scheduling software, etc.)

• Must have exceptional written and verbal communication skills

• Must have the ability to develop, maintain, and foster relationships at every level among the organization and external customers

• Excellent organizational skills with attention to detail

• Ability to take direction, handle multiple tasks and meet deadlines in a fast-paced working environment.

• Highly organized and able to efficiently direct your workflow. Ability to prioritize and handle multiple tasks and projects concurrently.

• Advanced experience supporting multiple executives on administrative and clerical tasks.

• Expert experience in organization and administration of the complex, multi-layered department.

Qualifications:

• High School diploma, or general equivalency degree (GED)

• Associate's or bachelor's degree preferred.

• Three-Five years of related Administrative Support experience.

• Two- Four years of Project Management and or Executive Assistant experience (highly preferred)

Physical Demands/Work Environment:

The physical demands and work environment characteristics described here represent those that an employee must meet to perform this job's essential functions successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands: While performing the job duties, the incumbent is often required to stand; walk; sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; talk and hear. The employee must often lift and move up to 50 pounds. The job's specific vision abilities include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Work Environment: The noise level in the work environment is usually moderate.