Executive Assistant to the Executive Vice President of Property Operations

Organization Background

Aeon is a nonprofit developer, owner and manager of quality, affordable homes in the Twin Cities. Since 1986, the award-winning nonprofit has built or renovated more than 5,500 apartments and townhomes. These homes provide stability to more than 12,000 people each year. At Aeon, we believe everyone deserves a home. But the threat of homelessness is real. Too many people are struggling to make ends meet. One illness, one day without work, one family emergency, could leave them with nowhere else to go. Together, we will act boldly to create and preserve quality, affordable homes for those who need them most. With Aeon, you’ll discover hard work that’s worth it. Learn more about Aeon at www.aeon.org.

Position Summary

The Executive Assistant to the Executive Vice President of Property Operations

will provide high-level administrative support to the Executive Vice President of Property Operations, Portfolio Directors, and the Property Operations department. This position reports to the Executive Vice President of Property Operations.

Essential functions include, but are not limited to:

Administrative Support

· Provide relationship coordination and communication on behalf of EVP, Property Operations

· Recommend and/or establish efficient and effective office procedures as relates to the EVP, Property Operations

· Coordinate and maintain organizational documents

· Manage calendars, arrange travel, coordinate and support meetings and events, which includes responsibility for agendas, minutes, materials, ordering food, logistics, etc…

· Open and sort EVP, Property Operations’ mail and respond to voicemails as directed

· Proof and edit a wide variety of documents

· Research and gather data on various topics, issues and projects as requested

· Support Portfolio Directors as needed

· Perform other administrative/clerical tasks as assigned, including but not limited to:

o Filing

o Photocopying

o Preparing for resident and/or staff mailings

o Etc..

Financial Management Assistance

· Process periodic departmental financial reports

· Maintain property financial review meetings and facilitate timely receipt and production of monthly financial memo

· Assist with the distribution of various reports

Property Operations Department Assistance

· Maintain up to date documented policy information related to property operations as directed

· Research and reporting from property management software system

· Compile and distribute weekly Property Operations report

· Update property directories, SharePoint, and vendor directories

· Process invoices

· Coordinate planning, create PowerPoint presentation, copy materials, prepare awards, send out agenda, and coordinate all logistics for monthly property operations meetings

· Schedule property operations meetings/property financial review meetings (set up webcam as needed)

· Respond to resident calls – research information, pass on to appropriate parties and follow up

· Help research and compose HUD appeal letters

· Assist Director of Property Improvement with contracts, reporting, work order information, and any other projects needed

· Assist the Property Operations Marketing and Project Manager with any duties as assigned

· Prepare HUD documentation as needed by Housing Development

· Coordinate budget meetings with Financial Executive Assistant(s)

· Create and update Property Abstracts

· Supervise assigned Interns and coordinate projects for them as needed

Skills & Qualifications

· 3-5 years of recent experience as an Executive Assistant required

· Previous Property Management experience strongly preferred

· Advanced computer skills in Microsoft Office (Word, PowerPoint, Excel, Outlook, etc.) – database experience helpful

· Calendar management experience required (Microsoft Outlook)

· Must have flexibility in work hours given meetings, events, etc…

· Excellent written and oral communication skills required

· Independent judgment to plan, prioritize and execute diverse workload while meeting tight deadlines is critical

· Accurate data entry skills and exceptional ability to edit for spelling, punctuation and grammatical errors

· Strong project management skills and an ability to multi-task with attention to detail and follow through

· Ability to work independently, appropriately handle confidential information, identify and resolve problems effectively, and must demonstrate poise, tact and diplomacy

· Valid driver’s license, vehicle insurance and access to a reliable vehicle is preferred

Compensation

Compensation is commensurate with experience. Aeon offers a comprehensive benefits package for full time employees that includes: medical, dental, vision, life insurance, short-term and long-term disability, retirement plan, paid time off and an employee assistance program.

If you are interested in applying for this position, please visit: https://aeonmn.applicantpro.com/jobs/1391696.html

Position is open until filled.

Aeon is an Equal Opportunity / Affirmative Action Employer

Employees and residents are encouraged to apply.