Job Information
Millennia Housing Management Executive Administrative Assistant to COO & General Counsel in Cleveland, Ohio
Position Overview
We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to support the Chief Operating Officer (COO) and General Counsel of our property management and real estate company. The successful candidate will be responsible for providing executive-level administrative support, ensuring smooth daily operations, and assisting with various tasks related to both property management and legal functions.
Essential Functions and Responsibilities
Administrative Support:
Manage and maintain complex calendars for the COO and General Counsel, including scheduling meetings, appointments, and travel arrangements.
Coordinate internal and external meetings, including preparation of meeting agendas, materials, and follow-up actions.
Handle confidential and sensitive information with discretion and professionalism.
Prepare, review, and edit correspondence, reports, presentations, and other documents.
Manage incoming and outgoing communications, including phone calls, emails, and mail, ensuring timely responses and appropriate prioritization.
Review all incoming mail for the company and work with other administrative personnel to electronically distribute the mail and ensure that all correspondence is saved in a uniform manner.
Project Management:
Assist in managing and tracking key projects, deadlines, and deliverables for the COO and General Counsel.
Collaborate with various departments to gather information and prepare reports or presentations for executive meetings.
Coordinate and support special projects, including those related to property management operations, legal matters, and corporate initiatives.
Legal Support:
Provide administrative support to the General Counsel, including document preparation, contract management, and maintaining legal files.
Assist in the coordination and management of legal matters, including litigation, compliance, and regulatory filings.
Liaise with external legal counsel, clients, and other stakeholders on behalf of the General Counsel.
Property Management Support:
Assist with tasks related to property management operations, including coordinating property inspections, vendor management, and tenant communications.
Prepare and distribute notices, letters, and other communications to residents and vendors as directed by the COO and General Counsel.
Support the development and implementation of property management policies and procedures.
Lead in drafting responses to inquiries from HUD, Lender, and Tax Credit Investors.
Event Planning:
Plan and coordinate company events, meetings, and conferences, including logistics, catering, and travel arrangements.
Assist in the organization of board meetings, including preparation of materials and ensuring compliance with governance protocols.
Financial Management:
Prepare and process expense reports for the COO and General Counsel, ensuring accuracy and timely submission.
Assist in budget tracking and financial reporting as required by the executive team.
Work closely with the finance department to manage invoices, purchase orders, and other financial documents.
Relationship Management:
Build and maintain strong relationships with internal and external stakeholders, including senior executives, clients, vendors, and board members.
Serve as a point of contact for the COO and General Counsel, managing inquiries and requests professionally and efficiently.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
QUALIFICATION REQUIREMENTS
Bachelor’s degree in Business Administration, Legal Studies, or a related field preferred.
Minimum of 5 years of experience in an executive assistant or similar role, preferably in the property management, real estate, or legal industries.
Strong organizational and time management skills, with the ability to manage multiple priorities and deadlines.
Excellent written and verbal communication skills.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with legal and property management software.
Discretion and ability to handle confidential information.
Strong attention to detail and problem-solving abilities.
Ability to work independently and as part of a team in a fast-paced environment.
Ability to manage change effectively.
Clear, concise written and verbal communication skills.
Good computer skills to include creating and working with spreadsheets, Word, Excel and Outlook.
Excellent time management skills, strong organizational skills, and excellent listening skills.
Exceptional follow-up abilities and able to resolve problems.
Ability to quickly evaluate alternatives and decide on a plan of action.
Think creatively and juggle the needs of the organization.
Work Conditions & Physical Demands
Work is performed indoors and outdoors in a residential setting with regular exposure to cold, heat, noise, people, and equipment. Due to travel, the incumbent is exposed to vehicles, planes, and other methods of transportation.
Able to work independently or as a team member and support managers with special projects.
Strong collaboration skills – works well across functional areas—excellent relationship-building skills; able to collaborate with various levels of the organization.
The physical demands described here represent those that an employee must meet to perform the essential functions of this job successfully.
While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear, and taste or smell. The employee must occasionally lift or move up to 20 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
Values We Seek
Respect: Respect is shown by demonstrating a sense of self-awareness and reflecting on one's own words and actions to adapt, grow, and succeed. We embrace our differences while recognizing what brings us together.
Collaboration: Collaboration begins with strengthening our relationships with our residents, owners, partners, and employees, relying on strong communication and a deep understanding of the values and needs of all those involved.
Service-Focused: Understand what internal and external stakeholders value and anticipate their needs; strive to create a meaningful experience and build lasting relationships.
Performance: Achieving exceptional performance requires us all to work on the right things at the right time and stay aligned with our business fundamentals and priorities. It also requires us to understand the business – carefully and critically analyzing our performance and metrics and weighing options and risks before making decisions.
Expected Hours of Work & Travel
- Must be able to work various shifts when needed to cover during regular business hours, including weekends and evenings.
EOE/Disabled/Veterans Statement
We are an Equal Opportunity Employer. Each applicant for employment is solely based on job qualifications, regardless of race, color, religion, sex, sexual orientation, genetic information, age, disability, national origin, veteran status, or any other classification protected by law.