Executive Administrative Assistant (Administrative)
Executive Administrative Assistant
Location: Corporate Office - Indianapolis, IN
Creating Value Through Vibrant Communities
With expertise in market-rate, affordable, and mixed-use communities, we specialize in innovative public and private partnerships. Since 1993, we've delivered over $3 billion in developments and maintain a robust pipeline exceeding $1 billion.
Our purpose—Creating Value Through Vibrant Communities—drives everything we do. Guided by our core values, we foster a dynamic and collaborative environment:
- Diligent
- Winning Mindset
- Respectful Team Player
- Humbly Confident
- Integrity
Join our award-winning team! In 2024, we were recognized for our people-first work culture by Top Workplaces (Real Estate Industry) and named Management Company of the Year at the Midwest Prodigy Awards.
If you're passionate, driven, and ready to thrive, we want to hear from you. Apply today and start building a brighter future with Flaherty & Collins Properties!
Executive Administrative Assistant
Do you like to keep things running smoothly, stay organized, and be the go-to person for getting things done? We're looking for a highly organized and professional Executive Administrative Assistant to support our executive team. If you're great at managing calendars, juggling priorities, and keeping things on track, this is the perfect role for you!
What You'll Do:
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Be the right-hand team member for the executive, partnering with them to efficiently navigate their private and professional lives.
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Plan, coordinate, and manage schedules, travel arrangements, etc.
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Communicate with outside clients/partners (i.e., lenders) for meeting coordination, etc.
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Prepare invoices, reports, memos, letters, financial statements, and other documents.
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Print, organize and prepare documents for meetings.
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Assist with expense management in HRIS.
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Review reports and assess reporting data for trending indicators/make recommendations.
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Organize documents and obtain signatures.
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Assist executive with IT issues (serve as the initial point of contact for troubleshooting).
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Assist the Managment Team with various duties including financial packages, proposals, applications, closing documents, contracts, etc.
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Screen all incoming messages and correspondence, and route accordingly.
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Proactively identify tasks to complete for organizational efficiency.
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Conduct special projects and other duties as assigned.
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Provide support in the coordination of the upkeep of the corporate office.
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Timely proofreading, processing (binding and copying), and mailing of various reports.
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Compile, copy, sort, file, and mail office documents.
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Prepare outgoing mail and overnights.
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Assist with special reports, research, mailings, faxes, memos, copying, and filing.
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Prepare documentation for contracts, transactions, or regulatory compliance.
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Draft and prepare contracts and other Agreements as needed.
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Assist executives in developing performance assessments and process improvement initiatives that enhance quality, efficiency, and operational excellence.
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Prepare reports, presentations, proposals, finance packages and memorandums for Management.
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Assist with maintaining files and databases (i.e., project lists, donations, project files).
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Schedule meetings, send meeting announcements, reserve meeting space, and set up conference calls.
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Manage executive calendars, when requested.
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Take meeting minutes/notes and disburse to appropriate parties.
What Makes You a Great Fit:
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Bachelor's degree is strongly preferred; however, candidates with at least some higher education experience will be considered if all other qualifications are met.
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5+ years of experience providing executive-level administrative support, property management, or an equivalent blend of experience.
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Experience in Development, Multifamily Housing, Property Management, or Real Estate is an advantage.
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You're highly organized, able to juggle multiple priorities while staying focused on the big picture.
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You are a scheduling wizard who can juggle multiple calendars without breaking a sweat
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Communicate clearly and professionally—both in writing and in person
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Can handle sensitive information with absolute discretion
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You are tech-savvy and comfortable with tools like Microsoft Office
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You have a keen eye for detail and double-check everything you send out
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Can work well independently, but also know how to support a fast-moving team
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You are proactive—anticipating needs before they arise
Benefits Package:
- Health Benefits: Medical, Vision & Dental Insurance
- Wellness Benefits: Employee Assistance Program
- Virtual Doctor Visits
- Retirement Planning: 401k program with a company match
- Employer-Paid Life Insurance
- Paid Time Off- Personal Time, Birthday, Diversity Day, and 8.5 Holidays.
- Paid Parental Leave
- Rental Discounts
- Industry Memberships
- Company Events
- Volunteer Opportunities
- Employer-Paid Training & Certifications
- Employee Referral Program
- Bonus Opportunities
Flaherty & Collins Properties is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.
