Executive Assistant, Office Administrator at Allegiance Medical, Inc.

Collingswood, New Jersey, United States -

Full Time

Start Date

Immediate

Expiry Date

31 Aug, 26

Salary

90000.0

Posted On

02 Jun, 26

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Calendar Management, Travel Coordination, Executive Support, Office Administration, Business Writing, Meeting Coordination, Expense Reporting, Confidentiality, Yardi Voyager, Microsoft Office, AI Tools, Event Planning, Project Tracking, Vendor Management, Professional Communication, Organization

Industry

Description

Description Job Summary The Executive Assistant / Office Administrator provides high-level administrative, operational, and organizational support to the President of Property Management. This role manages executive priorities, coordinates complex schedules and communications, and supports the day-to-day administration of the office. The ideal candidate is proactive, highly organized, discreet, and able to balance executive support with office operations in a fast-paced, service-oriented environment. Essential Job Functions Models company mission and values Manage the President’s calendar, scheduling priorities, travel arrangements, and meeting logistics while protecting time for strategic priorities. Arrange business travel, transportation, accommodations, itineraries, and related logistics for the President and other travelers as needed, confirming all details in advance. Provide anticipatory, timely support to the President, identify opportunities to improve efficiency, and proactively solve problems before they escalate while exercising sound judgment and making routine decisions independently. Coordinate internal and external meetings, including preparing agendas, assembling presentation materials, confirming logistics, hosting virtual meetings, and tracking follow-up actions. Collect, organize, record, and distribute meeting minutes and pre- and post-meeting materials, ensuring accuracy, completeness, and compliance with applicable requirements. Handle confidential correspondence, emails, phone calls, and other communications with a high level of professionalism, discretion, and responsiveness. Draft letters, emails, presentations, reports, and other business documents in the President’s voice and according to company standards. Maintain organized files, records, and correspondence for the President, leadership activities, and key company matters. Prepare and submit expense reports and support the tracking of approvals, invoices, and related administrative processes. Serve as a back-up for the day-to-day office administration, including supply inventory, purchasing, and maintaining an efficient, professional office environment. Serve as a liaison with internal departments, property management teams, and external service providers to support seamless operations and timely follow-through. Help streamline administrative workflows, including inbox management, approvals, document organization, and recurring office processes. Monitor MDRR completion for Property Managers and maintain tracking reports. Manage annual certifications and updates for New Jersey property licensing requirements. Coordinate annual parking pass distribution with the Borough of Collingswood for the NJ Corporate Office. Prepare attorney engagement agreements and related documentation. Coordinate with Marketing and Branding on team member recognition and awards. Assist with planning and executing company events, including the annual company-wide conference, by managing registration invoicing, tracking and recording payments for submission to Finance, coordinating vendor communications regarding hotel details and exhibitor materials, and drafting and sending vendor participation correspondence through the Events mailbox. Other duties as assigned Requirements Knowledge, Skills, and Abilities Bachelor’s degree in Business Administration, Communications, Office Management, or a related field preferred. Minimum of 5 years of experience in an executive support, office administration, or senior administrative role, preferably within property management, real estate, construction, or a related industry. Demonstrated experience supporting a senior executive in a fast-paced business environment. Exceptional organizational skills with the ability to manage multiple priorities, deadlines, and shifting demands with accuracy and poise. Excellent written and verbal communication skills, with strong business writing and presentation support capabilities. Strong proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint. Experience with Yardi Voyager preferred. Experience using AI tools to improve efficiency and streamline administrative tasks. High level of discretion, professionalism, and emotional maturity when handling confidential matters and executive communications. Ability to work independently, take initiative, and exercise sound judgment with minimal supervision. Our Values Embrace New Ways: obstacles are opportunities, and challenges are catalysts for change Serve the Community: give back and pay it forward Drive to Achieve: ambition and determination – we can achieve anything we can imagine WE’VE GOT YOU COVERED We take pride in supporting the health and well-being of our teammates and their families: Full medical, prescription, dental and vision benefits Company paid life and AD&D insurance Company paid short-term and long-term disability A 401(k) retirement plan with company match Paid time off, accrued based on years of service Supplemental insurance for employees and families Employee Assistance Program for confidential counseling Additional paid day off to provide community or charitable services Paid holidays; approximately eight per year Peace of mind and a great working environment #HP MRK 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.

Responsibilities

Provides high-level administrative and operational support to the President of Property Management, including calendar, travel, and communication management. Additionally, handles day-to-day office administration, event planning, and coordination with internal and external stakeholders.