EJF Real Estate Services
The Executive Assistant (EA) to the VP of Operations provides high-level administrative, operational, and strategic support to ensure the efficient execution of the Maintenance organization’s initiatives. This role requires exceptional organizational skills, attention to detail, strong communication abilities, and the capacity to handle complex priorities in a fast-paced environment. The ideal candidate is proactive, resourceful, and able to anticipate needs while maintaining discretion and professionalism. Key Responsibilities Executive Support: - Manage and optimize the VP’s daily calendar, including scheduling meetings, coordinating appointments, resolving conflicts, and ensuring proper preparation for engagements. - Organize travel arrangements, itineraries, accommodations, and expense reporting. - Prepare briefing materials, meeting agendas, presentations, and follow-up documents. - Serve as the primary point of contact between the VP and internal teams, clients, vendors, and external partners. Operational \& Maintenance Team Support: - Coordinate cross-functional communication between Maintenance leadership, field teams, project managers, and administrative staff. - Assist in tracking KPIs, maintenance schedules, compliance tasks, and project deadlines. - Support reporting processes by collecting data, drafting summaries, and formatting operational reports. - Help maintain documentation, such as SOPs, maintenance logs, and regulatory compliance files. Administrative Management: - Oversee departmental email inboxes and manage correspondence on behalf of the VP when appropriate. - Maintain organized filing systems (digital and physical) for quick retrieval of critical information. - Assist with budget tracking, purchase orders, vendor documentation, and invoice processing. - Plan and execute internal meetings, workshops, and Maintenance team events. Special Projects: - Support the VP in executing strategic initiatives and continuous improvement projects. - Conduct research, compile information, and prepare recommendations or summaries. - Participate in process optimization efforts to enhance efficiency across the Maintenance department. Qualifications 3–5 years of experience as an Executive Assistant, Administrative Assistant, or similar role supporting senior leadership. - Must have a background in HOA, Construction, and Operations (Non-Negotiable) - Proven experience managing complex calendars, travel coordination, and executive communications. - Strong proficiency in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint) and/or Google Workspace. - Excellent communication, organizational, and time-management skills. - Ability to handle confidential information with discretion. What We Offer: - Competitive hourly pay - HMO after 90 days - PTO \+ paid holidays after 90 days - Growth opportunities - A supportive, collaborative, process-driven team environment Working Conditions: - This is a fully remote position — work from anywhere. - Must be available to work at any US time zone during business hours, Monday – Friday. - Use of Hubstaff time-tracking software is required during working hours. Pay: Php490\.00 - Php551\.00 per hour Benefits Additional leave Health insurance Work from home Work Location: Remote
EJF Real Estate Services
