Executive Assistant

Tidewater Property Management is looking for a polished, proactive, and highly organized Executive Assistant to support our senior leadership team. This role is ideal for someone who thrives in a fast-paced environment, enjoys wearing multiple hats, and takes pride in keeping people, projects, and priorities moving forward.

As the Executive Assistant, you will serve as a trusted partner to senior leadership, providing high-level administrative, operational, and business support that helps drive efficiency, support key initiatives, and contribute to the overall success of the organization.

This is not a traditional administrative role. The right person will be involved in a wide range of meaningful work, including executive support, internal events, customer response coordination, association transitions, business licensing, travel planning, marketing support, proposal preparation, and special projects.

What You’ll Do

In this role, you will work closely with the executive team to provide support across several areas of the business, including:

• Managing executive calendars, appointments, meeting agendas, meeting minutes, action items, filing systems, contact databases, expense submissions, and other administrative support functions.
• Coordinating customer complaint processes, including working with team members to respond to BBB complaints and online reviews.
• Helping ensure business licenses and insurance policies are updated and renewed on time for all office locations.
• Supporting association transitions for incoming and outgoing clients, including data entry, system setup, bank account coordination, archives, and warehouse or box management.
• Coordinating travel planning and logistics, including transportation, lodging, itineraries, scheduling, travel documentation, expense reconciliation, and issue resolution.
• Planning and coordinating internal company events and industry association activities, including CAI registrations, catering, vendor coordination, venue arrangements, attendee communications, budgeting, scheduling, and event logistics.
• Posting news and events on the company SharePoint site and assisting with system, spreadsheet, and assignment updates.
• Supporting sales proposals and contracts by developing, formatting, editing, and ensuring brand consistency across materials.
• Assisting with marketing-related projects such as promotional items, swag, trade shows, expo logistics, sponsorships, registrations, and post-event follow-up.
• Reviewing Community Association Manager Activity Logs and submitting billing information appropriately.
• Staying informed on legislative and state law updates and assisting with compliance efforts in collaboration with the Senior Director of Operations.
• Maintaining positive working relationships with key clients and business partners.

What We’re Looking For

The ideal candidate is professional, dependable, detail-oriented, and comfortable supporting senior leaders while managing competing priorities. This person should be a strong communicator, a creative problem solver, and someone who can take initiative without needing constant direction.

Qualified candidates should have:

• Excellent verbal, written, and interpersonal communication skills.
• Strong professionalism and the ability to produce high-quality work, including proofreading and editing materials.
• The ability to work both independently and as part of a team in a fast-paced environment.
• A proactive, resourceful, self-starting approach to work.
• The ability to maintain strict confidentiality regarding company and employee information.
• Strong judgment, problem-solving skills, and the ability to analyze issues and take appropriate action.
• Experience with Microsoft Office applications, including Word, Excel, and Outlook.
• Strong time management skills with the ability to organize, prioritize, and manage multiple projects at once.
• A positive attitude and a customer-service-focused mindset.
• The ability to adapt to different personalities, communication styles, and management styles.
• The ability to learn new software and systems.
• A minimum of four years of experience in the industry and/or in an administrative role reporting directly to upper management.

Additional Experience That Is a Plus

Candidates with experience in marketing, events, trade shows, social media, email marketing tools, web analytics, content creation, or booth design may be especially successful in this role.

Key Competencies

Success in this position requires strong critical thinking, clear communication, business acumen, relationship management, and ethical practice. The Executive Assistant must be able to interpret information, provide recommendations, communicate professionally, support business goals, build strong working relationships, and maintain confidentiality and integrity.

Work Environment and Physical Requirements

This position works under usual office conditions but may involve frequent interruptions, shifting priorities, and deadlines. The role requires extended use of a company-provided computer and phone, the ability to sit, stand, walk, and occasionally climb for extended periods, and the ability to lift up to 50 pounds. Travel to CAI events, internal events, and other various sites is required. Reliable transportation, a valid driver’s license, vehicle liability insurance, and vehicle registration are also required. Outdoor event support may be required, which may involve exposure to heat, cold, and seasonal elements.

Schedule and Hybrid Work

This is a full-time, hourly, non-exempt position reporting to the Senior Director of Operations. Hybrid work arrangements may be considered after successful completion of 90 days; however, the employee must remain flexible and report to the office as needed based on business needs.