Executive Administrative Assistant

Executive Administrative Assistant | Bronx, New York | $80,000 - $90,000 per year | On-site
The Role
Equal Access is partnering with a well-established affordable housing property management organization with a portfolio spanning the Bronx, Brooklyn, and Manhattan. This role sits at the center of how the Property Management department actually gets things done. Reporting directly to the SVP of Property Management, the Executive Administrative Assistant functions as an operational partner, not just a scheduler or note-taker. The SVP relies on this person to keep priorities visible, hold departments accountable, and make sure initiatives move from decision to completion.

The role spans a wide surface area: executive support, cross-department coordination, compliance tracking, building inspections, and portfolio reporting. You will work closely with the Director of Operations and connect regularly with Finance, Legal, Compliance, HR, and Leasing. That breadth is what makes the position valuable, and also what makes it demanding.

This is a non-supervisory position, but it carries real operational weight.
What This Role Is, and Is Not

This role is:

• A direct support partner to a senior executive who needs someone who can track complexity and drive follow-through
• A cross-functional coordinator who keeps multiple departments aligned on deliverables and deadlines
• A compliance and operational tracker who monitors inspections, violations, audits, and regulatory requirements
• A communication hub between Operations, Finance, Legal, Leasing, Compliance, and HR
• A hands-on role that includes building inspections and field-level quality checks

This role is NOT:

• A traditional executive assistant role limited to calendaring and travel
• A project manager with a dedicated team or budget authority
• A supervisory or people-management position
• A remote or hybrid position, presence on-site and in the field is part of the job
• A stepping stone for someone who wants to stay behind a desk

Required Experience & Traits

• Prior experience in property management, affordable housing, or a related operational environment is strongly preferred
• Demonstrated ability to manage multiple concurrent priorities across different departments or stakeholders without losing track of details
• Strong written communication skills, including drafting executive correspondence, preparing presentations, and summarizing meeting outcomes clearly
• Comfortable working in a compliance-heavy environment and familiar with the rhythm of inspections, audits, and regulatory deadlines
• Proactive and self-directed, someone who identifies what needs to happen next without waiting to be told
• Organized in a practical sense, meaning your systems actually hold up under a full workload, not just in calm periods
• Able to hold others accountable tactfully, following up on overdue items and escalating delays when needed
• A degree is not required if you can demonstrate relevant operational experience and the judgment this role demands

Key Responsibilities
Executive Operations Support

• Provide day-to-day administrative and operational support to the SVP, including meeting coordination, agenda preparation, executive correspondence, and presentation development
• Attend meetings as needed, document discussions and action items, and track follow-through to ensure timely completion of executive priorities
• Monitor operational deadlines and deliverables across the portfolio, flagging risks and ensuring nothing falls through the cracks
• Support metrics reporting, dashboard preparation, and portfolio performance summaries for leadership review

Compliance & Inspection Coordination

• Coordinate preparation for agency inspections, investor reviews, insurance reviews, and regulatory compliance inspections
• Track violations, audit findings, and compliance initiatives, maintaining current and accurate records
• Conduct building inspections focused on safety, risk management, and operational quality, and verify that standards are upheld across properties
• Identify and escalate operational risks, hazards, and unsafe conditions to the SVP and Director of Operations

Cross-Department Coordination

• Serve as the operational liaison between Property Management and Finance (Section 8 inspections and suspensions), Risk and Legal (incident investigations and corrective action), Marketing and Leasing (vacancy unit readiness), Compliance (document collection), and HR (safety initiatives)
• Facilitate communication and follow-up between departments, keeping outstanding action items visible and moving
• Hold departments accountable to assigned deliverables by monitoring deadlines, following up on overdue tasks, and escalating delays to executive leadership

Project & Portfolio Support

• Support portfolio-wide operational and special projects from initiation through completion
• Track high-priority executive initiatives and ensure action items are assigned, monitored, and closed out
• Proactively gather updates, assess progress, and surface key information to the SVP so leadership attention goes where it is most needed

Why EqualAccess

EqualAccess partners with best-in-class organizations and supports candidates beyond placement. Every candidate we place receives 3 months of post-hire coaching and career support, ensuring long-term success and growth.