Executive Administrative Assistant

Overview :

The Executive Administrative Assistant is a highly professional, detail-driven, tech-savvy, and proactive individual who provides direct, high-level administrative support to Pennrose’s President of Acquisitions, while also supporting its Head of Capital Markets. This role requires a strategic thinker with a strong work ethic, impeccable organizational skills, and a commitment to operational excellence.

As a trusted partner to leadership, the Executive Assistant will anticipate needs before they arise, ensure seamless coordination of schedules and priorities, and foster a highly efficient and collaborative office culture. The ideal candidate thrives in a fast-paced, high-performance environment and plays a pivotal role in optimizing executive workflows, leveraging technology for streamlined operations and enhanced collaboration.

This individual will be a critical part of a mission-driven team, supporting Pennrose’s commitment to creating and preserving affordable housing nationwide. Success in this role means enabling peak executive performance by maintaining flawless operational execution, clear communication, and high-impact problem-solving.

Duties and Responsibilities :

• Anticipate the executives needs before they arise.
• Managing multiple tasks with precision
• Professional responsiveness to the executives’ business needs
• Timely preparation of quality correspondence, applications, proposals, presentations, and reports
• Calendar & Schedule Management – Expert-level scheduling, managing complex calendars, and prioritizing appointments, both virtual and in person.
• Travel Coordination – booking travel and handling last-minute changes and ensuring seamless logistics.
• Handling mail and e-mail correspondence with professional efficiency and courtesy
• Discretion in handling confidential information
• Maintenance of the Office Outlook Contact Database
• Financial Acumen – Basic budgeting, expense management and handling invoices
• Management of all office supplies and their organization
• Operation of all office equipment
• Utilization of UPS, Fed Ex and US Mail accounts and supplies
• Commitment to organizational excellence
• Complying with all Pennrose personnel policies
• Office culture and engagement
• Foster a positive, collaborative work environment by supporting internal communication.
• Plan and coordinate team-building activities, office-wide meetings, and engagement events.
• Act as a key point of contact for collaborative office initiatives.
• Technology driven collaboration :
• Champion the use of collaboration tools (e.g., Microsoft Teams) to enhance workflow efficiency.
• Assist with virtual meetings, digital file sharing, and knowledge management to ensure seamless teamwork.
• Onboarding and team integration :
• Support the Executives’ onboarding of new hires.
• Assist in maintaining an inclusive and connected office environment across remote and in-person teams.
• Other duties as assigned.

Qualifications :

• Bachelor’s degree preferred
• 4 years of prior executive administrative support and office management responsibilities
• Responsible for all matters pertaining to smooth and efficient office management
• Demonstrated ability to work under pressure exercising sound judgment
• Ability to prioritize demands and respond with composure to a fast-paced environment with high-energy leadership
• Demonstrated organizational skills, including the ability to set priorities in concert with the Team Leaders - yet able to work independently
• Demonstrated ability to respond to and resolve problems rapidly and efficiently
• Considerable interpersonal skills including the ability to establish and maintain effective working relationships with others; being both responsive and thoughtful
• Knowledge of event planning
• Demonstrated strong work ethic in an office support position
• Proficiency in Outlook, Microsoft Office including Word and Excel
• Demonstrated punctuality
• Accuracy and speed in task execution
• Strong work ethics and high work standards
• Excellent verbal and written communication skills with an outstanding ability to express oneself concisely
• Ability to understand the organizational structure and work through administrative systems
• Demonstrated ability to switch gears and pitch in with team efforts – required when multiple projects reach closure (e.g. special documents and materials must be finalized, organized and dispatched under critical deadlines)
• Ability to arrange meetings and make all travel arrangements, when required
• Maturity, good judgment and professionalism
• Requires a valid driver’s license, an insured vehicle, and the ability to travel (between properties, on-call emergencies, training, etc.)