Executive Assistant

Parkchester Preservation Management

JOB TITLE: EXECUTIVE ASSISTANT

LOCATION: Parkchester

DEPARTMENT/DIVISION: Accounts Receivable

FLSA STATUS: Non\- Exempt

SUMMARY/OBJECTIVE

The Executive Assistant provides high\-level administrative and operational support to the VP of Property Systems and Revenue Operations as well as the Chief Executive Officer, and Executive Vice President of Operations. This role is responsible for coordinating reporting, tracking compliance deadlines, preparing meeting materials, managing documentation, maintaining records, and supporting cross\-departmental communication to ensure the efficient functioning of executive and financial operations. The ideal candidate is highly organized, detail\-oriented, discreet, and able to manage multiple priorities in a fast\-paced real estate and property management environment. Duties of this position include but are not limited to the following:

RESPONSIBILITIES

• Provide comprehensive administrative support to executive leadership and finance teams, including managing calendars, scheduling meetings, preparing agendas, tracking action items, and coordinating internal and external appointments.
• Prepare executive correspondence, internal communications, board materials, presentations, and reporting packages.
• Maintain confidential records, contracts, financial reports, and regulatory documentation in organized digital and physical filing systems.
• Coordinate document flow between Legal, Property Management, Finance, Operations, and Executive Office to ensure timely communication and follow\-up.
• Track arrears reports, legal updates, subsidy reporting, compliance deadlines, and regulatory filing requirements including DHCR rent registrations, MBR filings, and related submissions.
• Maintain logs for capital projects, board reports, committee materials, and executive deliverables.
• Assist with preparation, formatting, and distribution of monthly financial and management reports, including reconciliation documentation and reporting binders.
• Assist with data entry, report generation, and system documentation within Yardi, and related platforms.
• Assist in maintaining the Yardi Property Management platform, including Voyager Affordable, RentCafe, Procure to Pay, and related modules.
• Support integrations between Yardi and third\-party systems including banking platforms, vendors, and operational tools.
• Produce standard and ad hoc Yardi\-based reports for Accounting, Legal, Operations, Renting/Leasing, and Property Management.
• Generate and manage rent billing for all properties, including custom bill inserts, ensuring accuracy and timely distribution.
• Support residential and condominium accounts receivable processes, including recurring charges, subsidies, credits, adjustments, and collections workflows.
• Support subsidy programs including Section 8 and SCRIE through system setup, billing, reporting, and ongoing maintenance.
• Assist with annual DHCR Rent Registration and management of DHCR complaints and documentation.
• Maintain condominium financial records including loan balances, sponsor payments, and annual common charge increases.
• Support month\-end close activities by assisting with reconciliations, resolving discrepancies, and coordinating with Accounts Payable and external auditors.
• Draft memos, internal notices, and departmental correspondence as needed.
• Maintain equipment service logs and coordinate vendor service calls when necessary.
• Assist with special projects, operational initiatives, and additional administrative duties as assigned by senior leadership.
• Assist with budget preparation.
• Payroll review and submission.
• Assist with monthly preparation of Asset Management Report.

SKILLS \& QUALIFICATIONS

• 3–5 years of experience in an administrative property management supportive role.
• Demonstrated experience supporting executive leadership and coordinating administrative workflows in a fast\-paced, multi\-department setting.
• Working knowledge of Yardi Property Management systems, including Voyager Affordable.
• Familiarity with affordable housing programs and regulatory requirements such as Section 8, SCRIE, DHCR Rent Registration, and MBR filings preferred.
• Proficiency in Microsoft Office (Excel, Word, PowerPoint, Outlook) with strong data entry, reporting, and document management skills.
• Ability to generate standard and ad hoc reports, reconcile data, and support month\-end close activities.
• Strong organizational, time management, and follow\-up skills with the ability to manage multiple priorities and deadlines.
• Excellent written and verbal communication skills, with the ability to draft professional correspondence and interact effectively with internal teams and external partners.
• High level of attention to detail and accuracy, particularly when handling financial, regulatory, and confidential information.
• Demonstrated problem\-solving skills with the ability to troubleshoot system issues and coordinate resolutions with internal stakeholders and external vendors.
• Ability to maintain professionalism, discretion, and confidentiality at all times.
• Bilingual English/Spanish a plus.
• Ability to work on\-site Monday through Friday, 8:30 a.m. to 5:00 p.m.; this is not a remote position.

COMPENSATION \& BENEFITS

• Salary range: $75,000–$85,000 annually, commensurate with experience.
• Competitive benefits package including Paid Time Off (PTO), Medical, Dental, Vision, and 401(k) plans.

Monday through Friday, 8:30 a.m. to 5:00 p.m.; this is not a remote position.