DRUCKER + FALK
Position Summary
The Executive + Administrative Assistant provides high-level administrative and operational support to the Regional Director and Regional Property Managers. This role manages executive calendars, reports, presentations, business development proposals, meetings, travel, and confidential communications while coordinating projects and serving as a liaison between corporate departments, clients, ownership groups, and property teams. The ideal candidate is highly organized, detail-oriented, technologically proficient, and able to manage multiple priorities in a fast-paced environment. Experience with Microsoft Office 365, Yardi, and AI productivity tools is preferred.
Essential Duties and Responsibilities
Responsibilities include, but are not limited to:
Executive & Administrative Support
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Manage complex calendars, meetings, appointments, and scheduling for Regional Directors.
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Coordinate travel arrangements, itineraries, expense reports, and meeting logistics.
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Prepare correspondence, presentations, reports, agendas, meeting minutes, and executive summaries.
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Handle confidential information with discretion and professionalism.
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Screen incoming calls, emails, and correspondence while responding independently when appropriate.
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Maintain electronic filing systems, corporate records, and regional documentation.
Operational Support
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Compile weekly, monthly, quarterly, and annual operational reports.
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Coordinate lender replacement reserve submissions and required documentation.
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Reconcile corporate purchasing card statements and expense reports.
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Assist with property ownership reporting and financial documentation.
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Maintain property, client, vendor, and ownership databases.
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Coordinate insurance documentation and claims with internal departments.
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Assist with compliance documentation and audit preparation.
Project Coordination
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Coordinate multiple regional projects while tracking deadlines and deliverables.
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Support implementation of new company initiatives and operational programs.
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Monitor and collaborate across departments on project timelines and communicate progress with stakeholders.
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Help identify opportunities to improve administrative processes and efficiencies.
Business Development Support
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Coordinate Requests for Proposal (RFPs), management proposals, and due diligence submissions within deadlines
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Compile information from multiple departments into professional proposal packages.
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Manage proposal timelines and submission deadlines.
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Assist with client presentations and business development materials.
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Support onboarding documentation for newly awarded management assignments.
Meetings & Event Coordination
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Coordinate and execute regional meetings, leadership meetings, training sessions, and special events within budget
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Prepare meeting materials, agendas, and presentation decks.
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Coordinate and execute conference registrations, hotel accommodations, and event logistics.
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Assist with company recognition programs, holiday initiatives, charitable events, sponsorship drives, and employee engagement activities.
Technology & Process Improvement
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Utilize Microsoft Office 365, Teams, Adobe Acrobat, Yardi, and other business software to improve efficiency.
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Leverage AI-powered productivity tools (such as Microsoft Copilot or ChatGPT) to assist with document preparation, research, meeting summaries, and administrative workflows while maintaining confidentiality and company standards.
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Recommend improvements to administrative processes and document management systems.
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Maintain digital records and standardized templates.
Customer & Internal Relations
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Serve as a professional liaison between regional leadership, clients, ownership groups, vendors, corporate departments, and property teams.
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Resolve routine issues independently while escalating complex matters appropriately.
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Deliver exceptional internal and external customer service.
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Perform additional duties and special projects as assigned.
Competencies
Successful candidates will demonstrate:
Organizational Excellence
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Exceptional organizational and time management skills.
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Ability to prioritize multiple competing deadlines.
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Strong attention to detail.
Communication
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Excellent verbal, written, proofreading, and editing skills.
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Ability to communicate professionally with executives, clients, and associates.
Project Management
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Ability to coordinate multiple projects simultaneously.
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Strong follow-through and accountability.
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Ability to work independently with minimal supervision.
Critical Thinking & Problem Solving
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Ability to analyze information and recommend practical solutions.
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Exercises sound judgment and discretion.
Technology Proficiency
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Advanced Microsoft Office 365 skills.
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Strong Excel capabilities.
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Experience with Yardi or similar property management software preferred.
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Comfortable learning and utilizing emerging AI productivity technologies.
Professionalism
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Maintains confidentiality.
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Demonstrates integrity and professionalism.
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Represents Drucker + Falk positively with clients and business partners.
Adaptability
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Thrives in a fast-paced, changing environment.
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Flexible with shifting priorities.
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Willing to support multiple leaders and departments.
Qualifications
To perform this position successfully, an individual must be able to perform each essential function satisfactorily.
Education & Experience
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Bachelor's degree preferred.
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Minimum of 3-5 years of executive or senior administrative support experience.
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Experience in multifamily housing, commercial real estate, property management, or a related industry strongly preferred.
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Experience supporting senior executives or regional leadership preferred.
Knowledge, Skills & Abilities
The successful candidate will possess:
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Exceptional organizational and project management abilities.
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Strong analytical and problem-solving skills.
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Excellent business writing and editing capabilities.
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Ability to manage confidential information.
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Strong interpersonal and customer service skills.
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Ability to meet deadlines with minimal supervision.
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Ability to work collaboratively across multiple departments.
Computer Skills
Required proficiency includes:
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Microsoft Office 365 (Word, Excel, PowerPoint, Outlook, Teams)
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Adobe Acrobat
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Microsoft SharePoint
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Yardi Voyager or similar property management software (preferred)
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DocuSign and cloud-based document management systems
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AI productivity tools (Microsoft Copilot, ChatGPT, or similar)
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Internet research and online collaboration platforms
Physical Requirements
The physical demands of this position include prolonged sitting, frequent computer use, occasional lifting of up to 20 pounds, and occasional travel for meetings or company events. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Work Environment
This position is performed primarily in a professional office environment with occasional travel to properties, meetings, conferences, or company events. The work environment requires collaboration with regional teams while maintaining flexibility to meet changing business needs.
Benefits
Drucker + Falk offers a competitive compensation and benefits package including:
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Medical, Dental, and Vision Insurance
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Company-Paid Life Insurance
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Long-Term Disability
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401(k) with Company Match
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Employee Assistance Program (EAP)
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Paid Vacation and Sick Leave
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Professional Development Opportunities
