The John Stewart Company (JSCo) is a statewide provider of diversified housing services including affordable housing development (both new construction and acquisition/rehabilitation), multifamily property management, financial consulting and construction management services.  JSCo currently manages over 30,000 housing units through offices in San Francisco (headquarters), Sacramento, Scotts Valley, Los Angeles and San Diego.  Since 1978, the Company has developed over 3,800 units of affordable and mixed-income housing and it is currently involved in projects totaling over 2,000 units of additional rental and for sale housing in several locations throughout California.

 

 

SUMMARY OF THE POSITION: 

This position provides administrative support to the Vice President of Property Management (VP) and plays a key role in the efficiency of the Property Management Department and top leadership.  Regular duties will vary as necessary to meet that goal.  Typical administrative support includes: managing correspondence; screening and responding to inquiries; scheduling meetings and managing the calendar of the VP; tracking timelines associated with special projects and regional deadlines; providing administrative support for development project deliverables and Requests for Proposal; making copies, scans and filing; answering phone inquiries; scheduling meetings; assisting with travel arrangements; support of DRE requirements that can be delegated to an Assistant under DRE Regulations; planning Property Management division events as needed; supporting the roll-out of corporate initiatives in the Department; and other related duties.

PRIMARY JOB FUNCTIONS
• Support the VP of Property Management, the Property Management Division, AVP of Compliance and the Compliance Department in their work activities;
• Manage correspondence related to formal reviews from applicants and residents, from auditors, funders and business partners;
• Actively manage tasks, timelines and communication associated with development project deliverables such as Management Agreements, Management Plans and subordination agreements;
• Provide administrative support for special projects for the Property Management Division;
• Create and actively manage schedules in Outlook, reports in Excel, SutiExpense and other software tools
• Assist in the preparation and assembly of management proposals;
• Draft and mail correspondence;
• Work with sensitive/confidential information;
• Create and maintain files, both hard copy and electronic;
• Schedule meetings/conference calls;
• Screen telephone inquiries and direct callers as appropriate to correct resources;
• Provide credit card account maintenance;
• Prepare expense reports as requested;
• Provide information and assistance in a professional manner;
• Lead and/or assist in the planning and execution of property management events such as appreciation events for Regional Managers or Directors;
• Manage copying tasks (in-house or through a print vendor), assemble enclosures, create labels, and ensure that deadlines for mailings are achieved; and
• Assist with other administrative tasks as requested by the VP of Property Management or AVP of Compliance.

MINIMUM QUALIFICATIONS
Demonstrated experience/training/certification that provides the necessary skills to complete all tasks described in the job description, with or without a reasonable accommodation.

 

KNOWLEDGE
Problem Sensitivity/ Deductive Reasoning — Discovery or anticipate problems and use independent judgment and decision making to solve any problems. Apply logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems considering the relative costs and benefits of potential actions to independently choose the most appropriate one.
Policies and Regulations — Knowledge of company policies, federal, state and local laws, government regulations and agency rules that pertain to properties managed.
Written Comprehension and Expression — Ability to read, understand and communicate information and ideas in writing so others will understand.
Oral Comprehension and Expression — Ability to listen to, understand and speak so others can understand ideas and information presented verbally.
Mathematical Skills — Ability to add, subtract, multiply, and divide, using whole numbers, fractions, and decimals. Ability to compute rate, ratio, and percent. Ability to read and understand basic financial statements and a willingness to learn to prepare annual budgets.
Time Management/Organization – Ability to multitask and manage multiple projects while staying organized
Switchboard Experience – Ability to operate multi-line switchboard.

SKILLS
• Written Comprehension and Expression: Ability to read, understand and communicate information and ideas in writing so others will understand.
• Oral Comprehension and Expression: Ability to listen to, understand and speak so others can understand ideas and information presented verbally.
• Time Management/Organization: Ability to multitask and manage multiple projects.

 

EXPERIENCE
• A minimum of 5 years of experience as Executive Assistant. Demonstrated experience in the affordable housing industry highly preferred.
• Demonstrated experience in planning, scheduling and completing complex projects with minimum guidance.
• Significant demonstrated skills using Microsoft Office programs such as Word, Excel, PowerPoint and Outlook.
• Demonstrated ability to work with technology and software development.

WORKING CONDITIONS/ PHYSICAL REQUIREMENTS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• This position deals with outside personnel such as residents and clients on a regular basis with contact in various forms such as in person, phone and email.
• Sitting and standing is as needed.

 

This position will report to our San Francisco Corporate office, Monday - Friday.

California Pay Transparency

Pay Range: $32.00/Hr. - $42.00/Hr.

 Benefits for Employees who work 30+ hours/week -

• Medical, dental and vision care; preventative medical care paid at 100%.
• Vacation leave of up to ten days per year in the first year.
• Up to 80 hours of sick time per year.
• Flexible Spending Accounts for Health Care and Dependent Care.
• Company paid Life AD&D Long Term Disability.
• Free, confidential counseling through our Employee Assistance Program.
• Commuter benefit program.
• Discounts for AT&T and ClassPass.
• $100 annual Wellness Reimbursement.
• Matching 401(K) Retirement Savings Plan of up to 2% of your compensation (for any employee who works 20 hours or more per week).

 

Benefits for Employees who work less than 30 hours/week - 

• Free, confidential counseling through our Employee Assistance Program.
• Commuter benefit program.
• Discounts for AT&T and ClassPass.
• $100 annual Wellness Reimbursement.
• Matching 401(K) Retirement Savings Plan of up to 2% of your compensation (for any employee who works 20 hours or more per week)
• Up to 80 hours of sick time per year.

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The John Stewart Company provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, marital status, veteran status, or any other consideration made unlawful by federal, state, or local laws.

The John Stewart Company will consider for employment qualified applicants with criminal histories in a manner consistent with the requirements of the San Francisco Fair Chance Ordinance and Los Angeles Fair Chance Initiative.

Effective January 1, 2020, the California Consumer Privacy Act requires businesses that meet certain minimum threshold requirements to provide a “notice at collection” to applicants for employment who reside in California.  The notice at collection describes the categories of personal information to be collected about these California applicants and the purposes for using that personal information.  Therefore, we have posted the Company’s “Notice At Collection For California Applicants” here.  Please review this Notice at your convenience.