Position Summary
The President’s Secretary provides high-level administrative, clerical, and organizational support to the President of a property management company. This role requires exceptional discretion, advanced communication skills, and the ability to manage confidential information while supporting executive operations and assisting other staff with property management–related administrative tasks.
Key Responsibilities
Executive Support
- Provide direct, day-to-day administrative support to the President, including calendar management, scheduling meetings, and coordinating appointments.
- Prepare, proofread, and format correspondence, reports, memoranda, and legal or property-related documents.
- Accurately take shorthand and transcribe notes, including reading and interpreting cursive handwriting and handwritten correspondence.
- Manage incoming and outgoing communications on behalf of the President, including phone calls, emails, and letters.
Administrative & Office Management
- Perform advanced word processing and typing with a high degree of accuracy and speed.
- Maintain organized filing systems (both electronic and physical) for executive, property, tenant, and vendor records.
- Assist with document preparation related to leases, contracts, notices, internal reports, and compliance materials.
- Handle confidential and sensitive information with professionalism and discretion.
Property Management Support
- Provide administrative assistance to property management staff as needed, including data entry, correspondence, and document tracking.
- Support coordination with tenants, vendors, owners, and regulatory agencies.
- Assist in preparing property-related reports, meeting agendas, and internal communications.
- Help ensure timely follow-up on property management tasks and executive directives.
Required Qualifications
- Proven experience as an executive secretary, senior administrative assistant, or similar role, preferably within property management, real estate, or a related field.
- Extensive knowledge of word processing, typing, and office software (e.g., Microsoft Word, Excel, Outlook).
- Strong shorthand skills, with the ability to accurately transcribe dictated notes.
- Demonstrated ability to read and interpret cursive and handwritten documents.
- Excellent written and verbal communication skills.
- Strong organizational skills and attention to detail.
- Ability to prioritize tasks, manage deadlines, and work independently.
Preferred Qualifications
- Familiarity with property management terminology, lease documentation, and real estate operations.
- Experience supporting senior executives in a fast-paced, professional environment.
- Knowledge of document management systems and property management software.