Executive Assistant

Avenue5 Residential; Portland (OR); On-site; USD 55,000 - 85,000; Full time

Job summary

Avenue5 Residential in Portland seeks an experienced Executive Assistant to support one or more executives and oversee office operations. You will manage complex calendars, coordinate travel, prepare reports, and liaise with associates, suppliers, and clients with discretion and professionalism.

The role requires strong organizational skills, attention to detail, and the ability to handle confidential information in a fast-paced, office-based environment. Full-time position in office.

Qualifications

• Three to five years supporting executives at SVP level in a professional office.
• Experience with Concur and property management is preferred.
• Bachelor's degree preferred; high school diploma required.

Responsibilities

• Provide professional administrative support for executive level staff, including research and reporting.
• Maintain and manage busy calendars and handle frequent meeting requests.
• Anticipate scheduling conflicts and present a polished communication style to stakeholders.
• Arrange internal and external meetings, including lodging and accommodations.
• Handle sensitive information with discretion and diplomacy.
• Produce PowerPoint presentations, docs, and Excel spreadsheets.

Skills

MS Office Proficiency

Interpersonal Skills

Written & Verbal Communication

Detail Oriented

Education

High School Diploma

Bachelor's Degree Preferred

Tools

Concur

Salesforce

Yardi

Job description

Avenue5 is a growing, and we are in search of an executive assistant to join our dynamic team of Fivers!

About Us

We are a vibrant third-party multifamily property management firm with locations across the United States. We are proud of our vibrant, inclusive, make-it-happen culture, where we:

• Listen to our associates, recognize them, and give them room to grow
• Invest in our associates to help them become the best version of themselves
• Approach every important decision with our associates in mind
• Celebrate our associates’ successes and encourage them to raise the bar even highe

Summary Of Responsibilities

The executive assistant/office manager oversees the day-to-day business activities of one or more assigned executives. The role is a critical support position and acts as the key liaison among associates, suppliers, and clients with the assigned executive(s). In addition, this position is responsible for managing the office operations and insuring processes are streamlined and aligned with the allocated budget.

Primary Responsibilities And Objectives

• Provide professional administrative support for executive level associates to include research, preparing statistical reports, handling information request
• Maintain and manage busy calendars and respond to copious meeting requests that require frequent re-prioritization
• Anticipate potential scheduling conflicts and proactively address them accordingly. Present a polished demeanor and communication style, both verbal and written, to prospects, clients, associates, and suppliers.
• Arrange internal and external meetings, including lodging and meeting accommodations for large and small groups
• Handle sensitive business matters and confidential information with discretion, tact, and diplomacy
• Provide general project management assistance, including maintenance and upkeep of action plans and timelines, scheduling meetings, and interfacing with project groups as needed
• Produce PowerPoint presentations, organizational charts, word documents, and excel spreadsheets
• Monitor and manage correspondence from management, associates, clients, suppliers, and potential investors
• Coordinate travel arrangements and expense reports
• Manage inventory of all office supplies
• Perform other duties as assigned

Education And Experience

• High School diploma is required. Bachelor’s degree is preferred.
• Three to five years of experience in a professional, office environment supporting executives at senior vice president level and above is required
• One to two years of experience in Concur is required
• One to two years of property management experience is preferred
• One to two years of experience in Salesforce and Yardi is preferred

Skills And Requirements

• Advanced level knowledge with Microsoft Office Suite including Outlook, Word, PowerPoint, and Excel skills; expert level certification preferred
• Strong interpersonal skills to communicate with all levels of management effectively and sensitively
• Excellent written and verbal communication skills
• Sensitivity to confidential matters is required
• Attention to detail and highly organized
• Strong communication skills
• Required to complete and successfully pass the Avenue5 Fair Housing and Preventing Discrimination and Harassment training and other courses if assigned

Scheduling

• Required to maintain a regular schedule which may require working overtime, weekends, and non- traditional holidays
• Full-time, in office

Environment

• Exposure to environment typically found in an office building
• Exposure to hot, cold, wet, humid, or windy conditions (temperatures may vary depending on the weather in the different regions)
• Exposure to noise, vibrations, atmospheric conditions, as well as working in confined or restricted spaces
• Potential exposure to communicable diseases through frequent contact with public
• Possible exposure to short-tempered or aggressive people
• Potential exposure to chemicals, electrical shock, heights, mechanical parts or machines, and fire

Physical Requirements

• Ability to lift, push, and pull up to 25 pounds
• Hearing and visual ability to observe and detect signs of emergency required
• Must be able to sit, stand, reach, bend, and stoop for extended periods of time
• Talking and expressing or exchanging ideas by means of the spoken word. Those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.
• Perceiving the nature of sounds at normal speaking levels with or without correction
• Ability to receive detailed information through oral communication, and to make the discriminations in sound
• Visual requirements including color, depth perception, and field vision
• Ability to compare, copy, coordinate, synthesize, negotiate, communicate, and instruct
• Ability to tolerate stressful situations
• Ability to work under minimal to moderate supervision

This job description is not an all-inclusive list of functions and tasks. Over the length of employment these functions and tasks may change.

Diversity

Diversity creates a healthier atmosphere: Avenue5 is an Equal Employment Opportunity/Affirmative Action employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, protected veteran status, disability status, sexual orientation, gender identity or expression, marital status, genetic information, or any other characteristic protected by law.