Operations Administrative Assistant

Essex Property Trust; San Mateo (CA); Hybrid; USD 90,919,000 - 107,453,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Paid parental leave

401k employer match

Wellness programs

12 paid holidays

15 PTO days

Housing discount

Job summary

Essex Property Trust seeks an Operations Administrative Assistant to support the Community Operations Leadership with critical scheduling, reporting, travel and project coordination from our San Mateo corp office.

You will manage calendars, arrange travel, assist executives, prepare reports, onboard new team members, and help improve processes. This role blends administrative rigor with operational insight in a hybrid office environment.

Qualifications

• High school diploma or GED required.
• 1-3 years of administrative assistant experience required.
• Strong computer skills including Word, Excel, Acrobat, Google Docs and PowerPoint.
• Strong attention to detail, written and verbal communication skills.
• Strong organizational and time-management abilities.
• Problem-solving mindset with attention to detail.
• Experience using Yardi, Funnel, and On-Site Property Management Software preferred.

Responsibilities

• Conduct reviews, audits, and reconciliation of monthly, quarterly, and annual reports.
• Organize and maintain calendars, schedule meetings, and coordinate appointments for executives.
• Manage and coordinate travel logistics for executives.
• Assist executives with daily organizational tasks and deadlines.
• Plan and execute Operations events, including Tenure Luncheons and Regional Meetings.
• Prepare and provide reports as directed by the supervisor.
• Facilitate onboarding for new Operations members and IT access updates.
• Coordinate communication of organizational changes with IT.
• Assist in coordinating small to medium-sized projects and track progress.
• Conduct research and analysis to support decisions of Directors and senior leadership.
• Support initiatives to improve operational efficiency and new processes or tools.
• Perform other duties as assigned.

Skills

Administrative support

Attention to detail

Organization

Time management

Problem solving

Communication

Education

High school diploma or GED

Tools

Yardi

Funnel

On-Site Property Management Software

Job description

Job Summary

The Operations Administrative Assistant will be an integral member of the Operations team providing direct administrative support to Community Operations Leadership.

City

San Mateo

State

California

Job Location

San Mateo Corp Office

Position Type

Regular

What You Will Do

• Conduct reviews, audits, and reconciliation of monthly, quarterly, and annual reports to ensure financial and operational accuracy.
• Organize and maintain calendars, schedule meetings, and coordinate appointments on behalf of Group Vice President, Regional Vice President(s) and Directors.
• Manage and coordinate travel logistics for Group Vice President, Regional Vice President(s) and Directors ensuring seamless and efficient travel plans.
• Assist Group Vice President, Regional Vice President(s) and Directors with daily organizational tasks, ensuring priorities are met and deadlines are adhered to.
• Plan and execute Operations events, including Tenure Luncheons and Regional Meetings, ensuring all logistics are handled professionally.
• Prepare and provide reports as directed by the supervisor, ensuring accuracy and timeliness.
• Facilitate the onboarding process for new Operations members, including office setup and orientation.
• Communicate organizational changes within the Community Operations team to IT to ensure workflow and access are updated for a smooth transition.
• Assist in coordinating small to medium-sized projects within the Operations team, tracking progress, and ensuring deadlines are met.
• Conduct research and analysis as needed to support the decision‑making process of Directors and senior leadership.
• Support initiatives aimed at improving operational efficiency, including the development and implementation of new processes or tools.
• Perform other duties as assigned, contributing to the overall effectiveness of the Operations team.

What You Will Need

• High school diploma or GED equivalent.
• 1-3 years of administrative assistant experience required.
• Strong computer skills are required and should include Microsoft Word, Excel, Acrobat, Google Docs and PowerPoint.
• Strong attention to detail, written and verbal communication skills.
• Strong organizational and time‑management abilities.
• Problem‑solving mindset with attention to detail.
• Ability to work under pressure and manage multiple tasks efficiently.
• Experience using Yardi, Funnel, and On‑Site Property Management Software preferred.

What The Job Requires

• Work is primarily conducted in an office setting. Requires sitting at a desk or workstation for extended periods. Involves the use of standard office equipment such as computers, phones, and printers.
• Requires the ability to work Monday through Friday. The position includes in‑person work requirements consistent with the hybrid policy located at Essex's corporate office in San Mateo. The hybrid policy is subject to change at Essex’s sole discretion.
• Requires the ability to sit or stand for extended periods. Minimal physical effort in the day‑to‑day tasks. During times of events, involves frequent standing, walking, and occasional bending. Requires the ability to lift moderate‑weight objects (up to 50 pounds). May involve physical activities such as climbing stairs, etc.
• Minimal travel may be required for occasional meetings, training, or conferences.

What You Will Bring To The Table

• No formal supervisory responsibilities in this position. May provide informal assistance such as technical guidance and/or training to coworkers. May coordinate work and assign tasks.
• Ability to comprehend and interpret instructions, short correspondence and ask clarifying questions to ensure understanding. Ability to write routine reports and correspondence. Ability to respond to common inquiries or complaints from clients, co‑workers, and/or supervisor.
• Ability to understand and carry out general instructions in standard situations. Ability to solve problems in standard situations. Requires basic analytical skills.
• Decisions made with general understanding of procedures and company policies to achieve set results and deadlines. Errors in judgment may cause short‑term impact to co‑workers and supervisor.

All full‑time regular associates are offered competitive salaries, experience career growth, and are eligible for benefit packages that include medical, dental, vision, paid parental leave, 401k employer match, excellence rewards, wellness programs, and much more. With our 12 paid holidays and 15 PTO days, work/life balance is a priority! Additionally, most positions are eligible for a housing discount of 20%.

Essex provides great communities in which to live, work and invest. We are a purpose‑driven company, and we pride ourselves on promoting an internal culture of growth and opportunity by engaging, enabling, and empowering our teams. Working at Essex is not a destination. It is a journey where you can confidently build your career.

New hires generally start between $31.73 - $37.50 per hour. The final salary offer will be determined after reviewing relevant factors, including but not limited to skill sets; relevant experience; internal equity; and other business and organizational needs.

This role is also eligible to participate in Essex’s discretionary Annual Bonus program that is commensurate with the level of the position.