Administrative Assistant

Job Description

Job Description

HR Legacy Commercial is an asset and property management company committed to delivering high-quality, resident-centered services while promoting operational excellence, compliance, and strong communities.

Reports To: Vice President
Work Type: Non-Exempt
Work Arrangement: On-Site
Normal Business Hours: 8:30 a.m. – 5:00 p.m.
Schedule: Monday–Friday; some Saturdays required
Travel: Travel may be assigned based on business needs across properties
Industry: Public & Affordable Housing Property Management

Position Summary

Provides executive scheduling, records management, office administration, reporting support, and professional front-office service for HR Legacy Commercial’s public and affordable housing operations.

Primary Responsibilities

• Manage executive calendars, meetings, correspondence, phone and email routing, visitor coordination, meeting materials, and administrative follow-up for assigned executive and corporate functions.

• Prepare, format, proofread, organize, scan, file, and distribute reports, letters, forms, spreadsheets, presentations, meeting notes, and other business documents.

• Maintain organized electronic and physical records, track deadlines, support document retention, coordinate office supplies and equipment, and assist with confidential administrative files.

• Support invoice routing, purchase documentation, vendor records, mail, deliveries, data entry, reporting, and other office processes in coordination with Accounting and Operations.

• Provide responsive customer service to residents, clients, vendors, applicants, employees, and community partners, directing questions to the appropriate staff while maintaining professionalism and confidentiality.

• Support executive and leadership meetings through agenda preparation, meeting coordination, note taking, action-item tracking, and follow-up as assigned.

Additional Duties: Performs other duties, special projects, coverage assignments, and responsibilities as needed or assigned to support property, resident, client, and organizational needs.

Required Qualifications

• High school diploma or equivalent.

• Two or more years of administrative, executive-assistant, office, property-management, customer-service, records-support, or related experience.

• Demonstrated experience with scheduling, document preparation, filing, data entry, proofreading, records management, and confidential-information handling.

• Strong computer proficiency in Microsoft Outlook, Word, Excel, PowerPoint, Teams, Adobe/PDF tools, shared drives, and standard office equipment.

• Strong customer-service, communication, organizational, professionalism, time-management, and attention-to-detail skills.

• Ability to work on-site and travel between assigned properties or business locations as required.

Preferred Qualifications

• Associate degree in business, office administration, communications, public administration, or a related field.

• Experience supporting senior executives, department leaders, or corporate functions.

• Experience in real estate, public or affordable housing, property management, nonprofit, government, or professional-services environments.

• Experience preparing executive reports, presentations, meeting materials, correspondence, and confidential business documentation.

• Experience with SharePoint, Yardi or comparable property-management systems, document-management platforms, or electronic records systems.

• Experience supporting procurement, accounting, HR, compliance, or operational administrative processes.

Core Competencies

Professional communication; executive support; customer and resident service; sound judgment; confidentiality; teamwork; organization; documentation accuracy; attention to detail; time management; problem-solving; cultural responsiveness; accountability; professionalism; and commitment to Fair Housing, ethical conduct, and respectful treatment of residents, applicants, employees, coworkers, vendors, clients, and community partners.

Work Environment & Expectations

This position primarily operates in an on-site corporate or property-management office environment and may require work at other Company-managed properties or assigned business locations.

Normal business hours are generally 8:30 a.m. to 5:00 p.m., Monday through Friday. Some Saturdays, extended hours, or local travel may be required based on executive schedules, meetings, special projects, property needs, or other business requirements.

The employee must be able to perform the essential functions of the position, with or without reasonable accommodation. Regular attendance, timely completion of assignments, confidentiality, professional conduct, accurate documentation, and adherence to Company policies are essential.

Benefits

Medical, Dental, Vision, Paid Time Off (PTO), and Holiday Pay, subject to plan terms and eligibility requirements. Benefits are subject to the terms, conditions, waiting periods, and eligibility provisions of applicable plans and policies.

Equal Employment Opportunity

HR Legacy Commercial is an equal opportunity employer. Employment decisions are based on job-related qualifications, performance, business needs, and other lawful criteria. The Company prohibits discrimination, harassment, and retaliation in employment on the basis of any characteristic protected by applicable federal, Illinois, or City of Chicago law.

HR Legacy Commercial also provides reasonable accommodations to qualified applicants and employees with disabilities and for sincerely held religious practices, as required by applicable law.