Administrative Assistant- Corporate Office

Evolving Solution Services; Bel Air (MD); On-site; USD 22,000 - 28,000; Full time

Job summary

River View Companies in Bel Air, MD seeks an Administrative Assistant – Corporate Office to provide essential administrative and operational support across departments. This role coordinates schedules, communications, documents, meetings, and vendor interactions to keep the corporate office running smoothly.

The position requires professionalism, discretion, organization, and strong communication skills, with interaction across leadership, partners, and staff.

Qualifications

• Two to four years of administrative/office support experience preferred.
• Degree in Business Administration, Communications, Office Administration, or related field preferred.

Responsibilities

• Provide day-to-day administrative support to executive leadership and corporate teams.
• Manage calendars, appointments, meetings, and scheduling.
• Coordinate internal and external meetings, prepare agendas, materials, reports, and correspondence.
• Take meeting notes and track action items.
• Assist with follow-up on deadlines, assignments, and outstanding items.
• Draft, format, and proofread professional correspondence and documents.
• Maintain organized electronic and physical files.
• Support special projects, research, and corporate initiatives.
• Handle confidential information with discretion.

Skills

Communication

Organization

Multitasking

Discretion

Independent + teamwork

Professional judgment

Confidential handling

Education

Bachelor's or Associate degree in Business/Administration

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

PowerPoint

Microsoft Teams

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Administrative Assistant- Corporate Office

Full Time Clerical Bel Air, MD, US

3 days ago Requisition ID: 1044

Salary Range: $16.00 To $20.00 Hourly

Position Title: Administrative Assistant – Corporate Office
Employment Type: Full-Time
Department: Corporate Office / Administration
Reports To:Chief Operating Officer
Location:Bel Air, Maryland

Work Arrangement

On-site. Regular, in-person attendance at the employee’s assigned community, office, or other designated Company location is an essential function of this position. This position is not eligible for a remote or hybrid work arrangement, except where otherwise required by applicable law or approved by the Company as a reasonable accommodation.

Position Summary

The Administrative Assistant – Corporate Office provides administrative and operational support to executive leadership and departments throughout River View Companies. This position serves as a central resource for coordinating schedules, communications, documents, meetings, vendors, office operations, and other administrative needs that help the corporate office operate efficiently.

The Administrative Assistant regularly interacts with leadership, corporate employees, property teams, vendors, business partners, and other stakeholders and must demonstrate professionalism, responsiveness, discretion, organization, and strong communication skills.

This position supports multiple departments and Company initiatives but does not independently make decisions on behalf of Accounting, Human Resources, Operations, or other departments unless specifically authorized.

Executive & Administrative Support

• Provide day-to-day administrative support to executive leadership and corporate team members.
• Manage calendars, appointments, meetings, and scheduling as assigned.
• Coordinate internal and external meetings and prepare agendas, materials, reports, presentations, and correspondence.
• Take meeting notes and track action items when requested.
• Assist leadership with follow-up on deadlines, assignments, and outstanding items.
• Draft, format, and proofread professional correspondence and business documents.
• Maintain organized electronic and physical files.
• Assist with special projects, research, reports, spreadsheets, and corporate initiatives.
• Handle confidential and sensitive information with discretion.

Corporate Office Operations

• Support the efficient day-to-day operation of the corporate office.
• Answer and direct incoming calls and general inquiries professionally.
• Greet visitors, vendors, employees, and business partners.
• Receive, sort, and distribute mail, packages, and deliveries.
• Coordinate outgoing mail, courier services, and shipments.
• Maintain office supplies and monitor inventory levels.
• Place approved supply orders while monitoring costs and established budgets.
• Maintain conference rooms, common areas, and shared administrative resources.
• Coordinate service requests for office equipment, facilities, and vendors.
• Help maintain a professional and organized corporate office environment.

Meetings, Communications & Events

• Schedule and coordinate meetings for leadership and corporate departments.
• Reserve meeting spaces and coordinate virtual meeting links.
• Prepare agendas, materials, presentations, and other meeting resources.
• Coordinate food, supplies, and logistics for meetings, training sessions, and Company events.
• Assist with employee meetings, corporate events, training programs, and engagement initiatives.
• Prepare professional emails, letters, notices, memos, and internal communications.
• Maintain contact lists, directories, distribution lists, and shared calendars.
• Proofread materials for accuracy, consistency, formatting, and professionalism.
• Maintain organized corporate records, forms, contracts, and administrative files.
• Scan, upload, organize, archive, and retrieve documents.
• Ensure documents are properly named, stored, and accessible to authorized employees.
• Assist with document retention and recordkeeping procedures.
• Receive and route invoices for approval and processing.
• Assist with invoice documentation, receipt collection, expense reports, and administrative data entry as assigned.
• Follow up with employees regarding missing receipts or supporting documentation.
• Maintain vendor contact information and administrative records.
• Assist with obtaining W-9s, certificates of insurance, proposals, contracts, and other vendor documentation.
• Coordinate vendor appointments and service requests.
• Route financial, contractual, or vendor decisions to the appropriate department or leader.

Employee & Department Support

• Provide administrative support to departments throughout the Company.
• Assist with new employee onboarding coordination, materials, schedules, and office resources.
• Maintain employee contact lists and organizational directories as assigned.
• Coordinate training sessions, employee meetings, and internal events.
• Route employee questions to Human Resources or the appropriate department.
• Assist teams with forms, documents, reports, supplies, and corporate resources.
• Track requested documentation, deadlines, and submissions when assigned.
• Support communication and coordination between the corporate office and River View Residential's property teams.
• Assist with distributing Company materials and resources to communities.
• Provide administrative support during new property onboarding, management transitions, acquisitions, or other operational initiatives when needed.

Special Projects & General Coordination

• Assist leadership and departments with special projects and Company-wide initiatives.
• Conduct basic research and compile information as requested.
• Prepare spreadsheets, reports, presentations, trackers, and summaries.
• Track project deadlines, outstanding items, and required follow-up.
• Assist with business travel arrangements and itineraries when needed.
• Coordinate information across departments, employees, vendors, and external partners.
• Adapt to changing priorities while maintaining organization and timely follow-through.

Confidentiality & Professionalism

The Administrative Assistant may have access to confidential Company, employee, resident, financial, legal, ownership, and operational information.

The employee is expected to:

• Maintain strict confidentiality and exercise sound judgment and discretion.
• Protect Company records and information from unauthorized access or disclosure.
• Share sensitive information only with appropriate and authorized individuals.
• Follow Company policies regarding document security, storage, and information sharing.
• Represent River View Residential professionally in all interactions and communications.

Performance Expectations

The Administrative Assistant – Corporate Office is expected to:

• Maintain an organized and professional corporate office environment.
• Complete assignments accurately and within established deadlines.
• Respond promptly to requests from leadership and team members.
• Demonstrate strong organization, attention to detail, and follow-through.
• Maintain accurate files, calendars, schedules, and administrative records.
• Communicate professionally and clearly.
• Protect confidential and sensitive information.
• Effectively prioritize multiple assignments and competing deadlines.
• Anticipate routine administrative needs when possible.
• Provide excellent internal and external customer service.
• Follow established approval processes and escape decisions appropriately.
• Demonstrate flexibility as Company priorities and operational needs change.

Qualifications

• High school diploma or GED required.
• Associate's or Bachelor's degree in Business Administration, Communications, Office Administration, or a related field preferred.
• Two to four years of administrative, executive assistant, office administration, or similar professional experience preferred.
• Corporate office experience preferred.
• Multifamily property management, real estate, or related industry experience is a plus but not required.
• Strong written and verbal communication skills.
• Excellent organizational and time-management skills.
• Strong attention to detail and proofreading abilities.
• Ability to manage multiple assignments and deadlines.
• Ability to work independently while collaborating effectively with a team.
• Strong professional judgment and discretion.
• Ability to appropriately handle confidential information.
• Proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams, and related business software.
• Ability to learn Company software and administrative systems.

Preferred Skills

• Experience supporting executives or senior leadership.
• Experience working in a fast-paced, multi-department corporate environment.
• Experience coordinating meetings, training sessions, or Company events.
• Experience with invoice administration or Accounts Payable support.
• Experience with vendor coordination.
• Experience preparing spreadsheets, reports, presentations, and professional correspondence.
• Multifamily property management or real estate experience is beneficial.

Physical & Work Environment Requirements

• Ability to work primarily in a professional office environment.
• Ability to sit and work at a computer for extended periods.
• Ability to communicate by telephone, email, video conference, and in person.
• Ability to move throughout the office as necessary.
• Ability to occasionally lift and carry office supplies, packages, or materials weighing approximately 20–25 pounds.
• Occasional travel to Company properties, meetings, training programs, or Company events may be required.