Executive Assistant

Overview

The John Stewart Company (JSCo) is a statewide provider of diversified housing services including affordable housing development (both new construction and acquisition/rehabilitation), multifamily property management, financial consulting and construction management services.  JSCo currently manages over 30,000 housing units through offices in San Francisco (headquarters), Sacramento, Scotts Valley, Los Angeles and San Diego.  Since 1978, the Company has developed over 3,800 units of affordable and mixed-income housing and it is currently involved in projects totaling over 2,000 units of additional rental and for sale housing in several locations throughout California.

SUMMARY OF THE POSITION:This position plays a key role in ensuring the quality and efficiency of administrative support of the President of Development & CREO, the Development Division and other divisions and executive leadership within JSCo as needed. Regular duties are described below but will vary as necessary to meet these goals.

Responsibilities

PRIMARY JOB FUNCTIONS

• Support President of Development & CREO, the Development Division and other divisions and senior executives as needed in their work activities;
• Manage correspondence from auditors, funders and business partners;
• Support project closings as required by participating in closing calls, facilitating document review and execution, and performing other tasks as helpful;
• Lead and/or assist in the planning and execution of development division and corporate events such as property tours, ground breakings, grand openings, holiday potlucks and the annual corporate conference;
• Assist in management of tasks, timelines and communication associated with development project audits, tax returns and cost certifications;
• Provide administrative support for development division financial reporting and draw processes;
• Process project and corporate invoices for payment;
• Assist in the preparation and assembly of development project proposals;
• Create and actively manage schedules and reports in Excel and other software tools;
• Work with sensitive/confidential information;
• Create and maintain files, both hard copy and electronic;
• Schedule meetings/conference calls;
• Book travel as needed;
• Provide credit card account maintenance;
• Prepare expense reports as requested;
• Provide information and assistance in a professional manner;
• Manage copying tasks (in-house or through a print vendor), assemble enclosures, create labels, andensure that deadlines for mailings are achieved;
• Provide notary services as needed (JSCo will support securing notary certification if needed); and
• Assist with other administrative tasks as requested by the President of Development & CREO.
• This position will report to our San Francisco Corporate office, Monday - Friday.

Qualifications

To perform this job successfully, an individual must be able to perform each primary job function satisfactorily.The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonableaccommodations may be made to enable individuals with disabilities to perform the essential functions.

SKILLS

• Written Comprehension and Expression: Ability to read, understand and communicate information and ideas in writing so others will understand.
• Oral Comprehension and Expression: Ability to listen to, understand and speak so others can understand ideas and information presented verbally.
• Time Management/Organization: Ability to multi-task and manage multiple projects.
• Ability to work in a team environment.
• Notary certification is preferred

EXPERIENCE

• A minimum of 5 years of experience as Executive Assistant or other applicable experience.
• Demonstrated experience in the affordable housing industry highly preferred.
• Demonstrated experience in planning, scheduling and completing complex projects with minimum guidance.
• Significant demonstrated skills using Microsoft Office programs such as Word, Excel, PowerPoint and Outlook.
• Demonstrated ability to work with technology and software development.

EDUCATION

• AA/AS or equivalent experience; BA/BS a plus. 

California Pay Transparency

Salary ranges are determined by role, level, and location/region. The range provided here reflects the minimum and maximum target for current salaries for the position across all [California] locations. Within the range, individual pay is determined by work location and additional factors, including job-related skills, experience, and relevant education or training. 

Salary Range: $78,000/Yr. - $95,700/Yr.

Benefits-at-a-glance

 Benefits for Employees who work 30+ hours/week -

• Medical, dental and vision care; preventative medical care paid at 100%.
• Vacation leave of up to ten days per year in the first year.
• Up to 80 hours of sick time per year.
• Flexible Spending Accounts for Health Care and Dependent Care.
• Company paid Life AD&D Long Term Disability.
• Free, confidential counseling through our Employee Assistance Program.
• Commuter benefit program.
• Discounts for AT&T and ClassPass.
• $100 annual Wellness Reimbursement.
• Matching 401(K) Retirement Savings Plan of up to 2% of your compensation (for any employee who works 20 hours or more per week).

Benefits for Employees who work less than 30 hours/week - 

• Free, confidential counseling through our Employee Assistance Program.
• Commuter benefit program.
• Discounts for AT&T and ClassPass.
• $100 annual Wellness Reimbursement.
• Matching 401(K) Retirement Savings Plan of up to 2% of your compensation (for any employee who works 20 hours or more per week)
• Up to 80 hours of sick time per year.

Equal Opportunity Employer

The John Stewart Company provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, marital status, veteran status, or any other consideration made unlawful by federal, state, or local laws. The John Stewart Company will consider for employment qualified applicants with criminal histories in a manner consistent with the requirements of the San Francisco Fair Chance Ordinance and Los Angeles Fair Chance Initiative.

California Consumer Privacy Act

Effective January 1, 2020, the California Consumer Privacy Act requires businesses that meet certain minimum threshold requirements to provide a “notice at collection” to applicants for employment who reside in California.  The notice at collection describes the categories of personal information to be collected about these California applicants and the purposes for using that personal information.  Therefore, we have posted the Company’s “Notice At Collection For California Applicants” here.  Please review this Notice at your convenience.