Executive Team Assistant

We are looking for a proactive Executive Assistant to provide support to the leadership team in managing daily operations, tenant relations, compliance tracking, vendor coordination, and administrative tasks.

This role is hands-on and dynamic, involving both office and field work, with site visits comprising 10% to 50% of the responsibilities based on business requirements. The duties include written, phone, and face-to-face interactions to effectively address tenant concerns, manage vendor relationships, and support the leadership.

The ideal candidate should possess excellent communication skills, meticulous attention to detail, and the ability to efficiently handle multiple tasks in a fast-paced property management setting. They should enjoy tackling challenges and demonstrate a proactive approach in constantly seeking opportunities to assist the leadership team.

Compensation & Benefits:

• Salary range of $52,000-$55,000
• Health, dental, and vision benefits
• Paid time off (PTO) and holidays
• Opportunities for professional development and growth

$52,000 - $55,000 yearly

Operations & Administrative Support:

• Manage emails, phone calls, chat communications, and in-person inquiries for the leadership team.
• Schedule and coordinate meetings, property inspections, and vacant unit checks.
• Track and organize expired vs. issued documents, permits, and compliance records.
• Oversee spreadsheet management for tracking rental properties, leases, and financial data.
• Review and document police/fire reports.
• Maintain and update property management software, including Buildium, HappyCo, Guesty, Airbnb, and Melds.

Property Management Assistance:

• Support move-ins, move-outs, and rental inspections.
• Assist with security deposit processing and compliance.
• Ensure timely follow-ups on maintenance requests and track Melds.
• Monitor short-term (STR) and long-term (LTR) rentals, including public areas, facilities, and exterior maintenance.
• Oversee snow removal, lawn care, and general property upkeep.
• Organize and track inventory and supply PAR levels for multiple properties.

Tenant & Compliance Management:

• Ensure late fee compliance tracking and lease audits.
• Track rental extensions, modifications, and permits.
• Handle tenant escalations, including lease violations and pay-or-quit notices.
• Assist in emergency support and fire safety inspections.

Vendor & Facility Coordination:

• Maintain strong relationships with vendors, including scheduling services and processing invoices.
• Oversee storage management, vendor procurement, and facility turns coordination.

Leadership & Investor Relations:

• Support P&L tracking, investor communications, and owner administration.
• Assist with contract negotiations and asset oversight.
• Work with city officials, utility representatives, and property management advocates.
• Plan and coordinate company events, city council meetings, and advocacy efforts.

• 2 years of experience in executive support, property management, or real estate administration.
• Strong proficiency in Microsoft Office Suite (Excel, Word, Outlook), Google Workspace, and property management software (Guesty, Airbnb, HappyCo, Melds, etc.).
• Exceptional organizational and multitasking skills with the ability to prioritize tasks effectively.
• Excellent verbal and written communication skills.
• Ability to maintain confidentiality and professionalism at all times.
• Strong problem-solving skills with the ability to handle escalations and emergencies.
• Experience working with vendors, tenant relations, and compliance tracking is a plus.

Preferred Qualifications:

• Background in real estate, property management, or executive-level administrative support.
• Familiarity with city council meetings, investor relations, and legal compliance in property management.
• Previous experience using Buildium for property management is a strong plus.

Black Swan Living is a resident-focused property management company that offers well-maintained, high-quality single-family homes, apartments, and townhouses that feel like home, for you and your pets. Black Swan Living provides an exceptional living experience. We strive to make the world a better place to live for everybody.