Executive Assistant

Job Description

Job Description

Adara Communities is seeking a highly organized, discreet, and proactive Executive Assistant to support our Vice President of Operations. You will be the VP's right hand: managing their time, anticipating their needs, and keeping priorities moving so they can focus on leading the organization.

This role suits someone who thrives on juggling competing demands, communicates with polish at every level, and takes pride in making complex schedules and projects run smoothly.

• Own the VP's calendar: schedule, prioritize, and resolve conflicts across internal and external meetings.
• Protect focus time and balance competing requests based on the VP's priorities.
• Coordinate across time zones with other executives and their assistants.
• Manage the VP's inbox, flag urgent items, and draft responses on their behalf.
• Serve as the first point of contact for internal teams, clients, partners, and vendors.
• Handle sensitive and confidential information with complete discretion.
• Prepare agendas, briefing materials, and pre-reads for meetings.
• Take notes, track action items, and follow up to ensure commitments are met.
• Plan leadership meetings, offsites, team events, and department gatherings.

Required Qualifications

• 3–5 years of experience as an executive or administrative assistant, ideally supporting a VP or C-level leader.
• High school diploma or equivalent required; associate's or bachelor's degree preferred.
• Advanced proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams) or Google Workspace.
• Excellent written and verbal communication skills, with a professional and polished demeanor.
• Proven ability to manage multiple priorities, meet deadlines, and adapt quickly when plans change.
• Exceptional attention to detail and organizational skills.
• Demonstrated discretion in handling confidential information.

Preferred Qualifications of the Executive Assistant:

• Experience in Multi-Family or a fast-paced corporate environment.
• Familiarity with expense tools such as Concur or Expensify, and collaboration tools such as Slack, Zoom, Asana, or Notion.
• Experience planning events, offsites, or board meetings.
• Certified Administrative Professional (CAP) or similar certification.
• Anticipation: thinks two steps ahead and solves problems before they reach the VP.
• Judgment: knows when to act independently and when to escalate.
• Relationship building: earns trust across all levels of the organization.
• Composure: stays calm, flexible, and solution-focused under pressure.
• Ownership: follows through on every commitment without reminders.

 

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