Executive Administrative Assistant

Glendale Communities is a local multi-family property management company based in WNY that develops, acquires, invests in, and manages a wide range of multifamily properties.  Our mission is to provide first-rate resident living experience and a people-first work environment for our team members.  Glendale's professional staff is committed to providing the highest quality management services and housing options with over 4,000 apartments in great locations throughout WNY, Rochester and the Southeast.    

Position Overview:

As the personal Executive Administrative Assistant, you will be instrumental in providing administrative support to Company founder.  The individual in this role should be a master of organization and time management, managing multiple schedules, deadlines and tasks, accordingly.

You will be the gatekeeper to principal executive, managing their day to day, calendar and communications, and various other projects. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, and organizational support.  To perform this job successfully, the individual is expected to manage sensitive and confidential financial, personnel and operational information while exercising professionalism and discretion. 

Communication and Correspondence:

• Calendar Management: Organize calendar and schedule; issue reminders; send and respond meeting and appointment requests; Prioritize commitments and proactively resolve scheduling conflicts. 
• Calendar; email; correspondence; presentations; reports; telephone calls; messages; travel coordination; meeting materials; and minute-taking.
• Coordinate with other staff, outside vendors, organizations to schedule and make arrangements for meetings/events. 
• Receive, organize, respond to incoming/outgoing mail and email. 
• Field and prioritize incoming calls, messages, and other communications. 
• Draft and edit written correspondence and other documents on owner's behalf.  Prepare professional presentations, reports, and other materials, as needed. 

Action Item Management: 

• Track and follow up on action items that arise from meetings.
• Follow up on deadlines and issue reminders to ensure timely completion and accountability.

Special Projects and Administrative Support:

• Lead, coordinate and manage special projects and initiatives as directed.
• Assist with backlogged tasks, server organization, recordkeeping and filing. 
• Handle general office tasks such as electronic filing, data entry, and responding to inquiries to support smooth office operations.
• Anticipate needs and proactively prepare materials for meetings or presentations.
• Handle confidential and sensitive information with discretion.
• Assist with business related errands and personal tasks as needed.

Requirements:

• 3-5 years’ executive support experience / comparable professional role.   Associates/bachelor's degree in related field preferred.
• Experience in the real estate and property management industry is a plus but not required.
• Highly proficient in Microsoft 365, Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and various web platforms.
• Strong organizational skills that reflect ability to be adaptable to various competing demands, perform and prioritize multiple tasks seamlessly with excellent attention to detail.

*Pay commensurate with experience and skillset. 

 Benefits:

• Paid Holidays
• Paid Time Off
• Health, Dental & Vision Insurance
• Life Insurance
• 401(k)
• 401(k) Matching
• Annual Increase / Holiday Bonus Eligible

Glendale Development provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, Glendale Development complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities.