Senior Executive Assistant

*KINDLY READ THE JOB DESCRIPTION & THE APPLICATION INSTRUCTIONS CAREFULLY.*

Who We Are:

Tracing our history back to 1920, EJF Real Estate Services is a family-owned business focused on community association management, residential property management, and real estate services across the Washington, DC metropolitan area. We support EJF and its affiliated entities nationwide with a strong commitment to service, professionalism, and growth.

Job Description:

The Senior Executive Assistant serves as the primary support to the VP of Human Resources. This role provides comprehensive administrative, communication, and coordination support, allowing the VP of Human Resources to focus on strategic initiatives and organizational priorities.

The ideal candidate is a reliable and detail-oriented professional with a background in property management or real estate, excellent organizational skills, and a strong command of project management tools. Success in this role requires prompt responsiveness, strict adherence to deadlines, and the ability to manage sensitive matters with confidentiality and discretion.

Key Responsibilities:

Executive & Administrative Support:
- Provide direct administrative assistance to the VP of Human Resources, including managing 8 email inboxes, calendar scheduling, and meeting coordination.
- Screen, prioritize, and organize all incoming communications to ensure the VP of Human Resources’ time is optimized.
- Maintain confidential HR documents, digital records, and filing systems.
- Coordinate virtual applicant interviews and meetings, including preparing agendas, recording minutes, and tracking follow-up actions.

Communication & Coordination:
- Act as a remote liaison between the VP of Human Resources, executive team and other departments to ensure alignment and timely execution of HR activities.
- Manage interdepartmental communications and follow up on pending HR-related items.
- Assist in coordinating HR initiatives such as recruitment efforts, onboarding, training, and employee engagement programs.
- Handle communication with external stakeholders, vendors, and partners related to HR operations.

Project & Workflow Management:
- Support the VP of Human Resources in managing multiple projects simultaneously.
- Track project progress, deliverables, and deadlines, ensuring timely completion of tasks.
- Maintain an action tracker and provide regular updates on key HR initiatives.
- Assist with HR reports, project documentation, and performance tracking.

Follow-Ups and Accountability:
- Ensure all commitments and action items are completed on schedule.
- Promptly follow up with relevant tea ---------- mbers and departments on outstanding deliverables.
- Provide concise, accurate summaries and status reports for the VP of Human Resources' review.
- Assist both the needs of Domestic Employees and Global Tea ---------- mbers and its respective personnel.
- Assigned other duties and responsibilities to support the whole Human Resources Department.

Core Competencies & Soft Skills:
- Attention to Detail: Produces error-free work with accuracy and consistency.
- Prompt Responsiveness: Communicates quickly and efficiently, especially in a remote setup.
- Deadline-Oriented: Manages priorities effectively to meet strict timelines.
- Proactive and Resourceful: Anticipates needs and provides solutions without needing direction.
- Highly Organized: Manages multiple tasks, documents, and schedules simultaneously.
- Dependable and Trustworthy: Exercises sound judgment and discretion in handling sensitive HR matters.
- Collaborative: Builds strong virtual working relationships across teams and departments.
- Organization & Time Management: Able to prioritize multiple tasks, manage calendars, coordinate meetings, and meet deadlines efficiently.
- Communication Skills: Strong written and verbal communication with the ability to interact professionally with executives, employees, vendors, and global teams.
- Confidentiality & Discretion: Handles sensitive HR and employee information with professionalism and integrity.
- Multitasking: Successfully manages multiple projects, deadlines, and competing priorities without sacrificing quality.
- Problem-Solving: Analyzes situations, resolves administrative challenges, and supports efficient HR operations.
- Adaptability: Thrives in a fast-paced, remote work environment while adjusting to changing priorities.

Qualifications:
- Bachelor's degree in Human Resources, Business Administration, or related field.
- MUST have at least 3 years of professional experience being an EXECUTIVE ASSISTANT to C-Level Executives, preferably from property management or the real estate industry.
- Demonstrated experience in general HR administrative support roles.
- MUST be proficient in Microsoft Office Suite (Word, Excel, Outlook, etc.) and ---------- .
- Strong communication and interpersonal skills.
- Exceptional organizational and multitasking abilities.
- High attention to detail and discretion in handling sensitive information.
- Ability to work independently with minimal supervision.
- Strong problem-solving capabilities.

Working Conditions:
- This is a fully remote position. Applicants must meet certain requirements for a working computer and consent to our IT department conducting an analysis of the computer for cybersecurity and safety purposes.

Expected Work Times:
- Candidates are generally expected to work during U.S. Eastern Standard Time (EST) business hours.
- The candidate must be available during working hours for meetings and accessible by phone/text during the workday.
- Schedule: Monday–Friday, 9:00 AM–5:30 PM EST (with a 30-minute unpaid break)

Time Tracking:
- Use of Hubstaff time-tracking software is required while performing work.

* This is a full-time contract position. Payments are made via Wise on the 15th and 30th of each month. While this is a contractor role, we do offer a variety of perks for our contractors.

How to apply:
1. Please check out the company website before submitting an application: ---------- .
2. Send an EMAIL ATTACHMENT with your updated resume in PDF format.
3. Send a link to your video recording introducing yourself & your relevant experience based on the job description.
4. Send your OnlineJobs.PH profile link.
5. Please indicate on your email application that you're comfortable with $8-$9 USD per hour.

Kindly send your application to ---------- the subject line, kindly indicate the position Executive Assistant to the VP of Human Resources - your name.

Shortlisted applicants will be contacted by email for interview scheduling.
We look forward to working with you!