Job Title: Administrative Assistant / Executive Assistant I (0-2 Years)
Job Description
The Administrative Assistant / Executive Assistant I provides comprehensive administrative support to the Property Management team, including the Director of Operations and Community Manager. This onsite role supports daily operations, coordinates vendor and contract administration, manages invoices and reporting across multiple platforms, and assists with team onboarding, training, and meetings. The position is based in a property management environment, requires strong proficiency with Microsoft Office and collaboration tools, and offers the potential to transition to a permanent role.
Responsibilities
Provide day-to-day administrative support to the Director of Operations, Community Manager, and broader Property Management team.
Draft, prepare, distribute, scan, and file contracts and change orders for capital improvement projects and service vendors.
Code portfolio invoices for the region in Nexus and ensure accuracy and completeness of invoice information.
Review the Nexus website daily to ensure payables are coded and progressing through the approval process, and send weekly invoice status updates to the team.
Approve NexusConnect vendor authorization requests in a timely manner.
Serve as backup for accounts payable processing as needed.
Provide backup administrative support during long-term administrative staff absences.
Set up vendors in ServiceEdge and maintain accurate vendor records.
Compile and coordinate the creation of standardized property templates for the portfolio.
Assist with the creation and ongoing updating of Standard Operating Procedures (SOPs).
Monitor the Cove platform to ensure information remains current and accurate.
Ensure tenant service requests in Cove are reviewed and closed out on at least a monthly basis.
Monitor the Measurbl platform to ensure data remains updated and notify property management staff when error exceptions appear in the system.
Create recurring reports from the Maintenance Service Request Module and distribute them to the Director of Operations and engineering team, highlighting tenant areas of concern.
Coordinate meetings, including scheduling sessions between internal teams and arranging breakfast and lunch orders for meetings as required.
Regularly update the organization chart for the team to reflect current staffing and reporting lines.
Take detailed meeting minutes and distribute follow-up notes and action items to attendees.
Coordinate quarterly team training sessions, including scheduling, communication, and logistics.
Coordinate spot bonus processes as requested, ensuring proper documentation and communication.
Distribute onboarding checklists to new employees, confirm receipt, and follow up to ensure they receive all required training.
Complete off-boarding checklists for departing employees and notify appropriate contacts to deactivate usernames and passwords from all technology platforms.
Create and maintain both physical and electronic files as requested, ensuring organized and accessible records.
Follow up with the management team on all deadline dates as directed, ensuring tasks and deliverables are completed on time.
Process expense reports in Tripsware on behalf of designated team members.
Update Standard Operating Procedures as requested to reflect process or policy changes.
Set up accounts and train new team members on portfolio systems such as MRI, Nexus, ServiceEdge, Cove, and Measurbl as needed.
Review tenant surveys annually and send alerts to leasing and property management staff regarding tenants with negative feedback or specific requests.
Assist with onboarding new properties, including contract generation, contacting vendors for pricing, and coordinating related documentation.
Compile meeting minutes from each team following monthly operations calls and distribute summaries as needed.
Provide professional front-line representation while working onsite, maintaining a polished and organized presence.
Support general administrative tasks such as calendar coordination, correspondence, and document preparation as required.
Essential Skills
0-2 years of experience as an administrative assistant, executive assistant, or in a similar support role.
1+ years of experience in a real estate or entrepreneurial environment.
High school diploma or equivalent.
Proficiency in Microsoft Office, including Word, PowerPoint, Excel, Outlook, and Microsoft Teams.
Comfort working with multiple technology platforms such as MRI, Nexus, ServiceEdge, Cove, Measurbl, and Tripsware (or similar systems).
Excellent written and oral communication skills.
Strong attention to detail and high level of organization.
Ability to work collaboratively in a team environment.
Ability to work independently with minimal supervision.
Ability to meet assigned deadlines and manage multiple tasks simultaneously.
Ability to operate effectively in a fast-paced environment.
Professional demeanor and ability to represent the property management team onsite.
Reliable transportation and access to a vehicle.
Ability to sit for long periods while performing computer-based work.
Ability to lift up to 25 pounds as needed for office and meeting support.
Additional Skills & Qualifications
Experience supporting property management operations or similar commercial real estate functions.
Experience in administrative support, executive support, or property management assistance.
Familiarity with contract and change order administration for capital projects and service vendors.
Experience with invoice coding and accounts payable processes, particularly within platforms like Nexus.
Experience coordinating meetings, trainings, and team events, including arranging catering.
Experience updating and maintaining Standard Operating Procedures and standardized templates.
Demonstrated ability to handle confidential information with discretion.
Proactive approach to following up on deadlines, action items, and outstanding tasks.
Strong customer service orientation when interacting with internal teams, tenants, and vendors.
Ability to learn new software platforms and systems quickly.
Work Environment
This position is fully onsite in a property management setting, working five days per week at the client location. The role involves extensive computer-based work using Microsoft Office (Word, PowerPoint, Excel, Outlook), Microsoft Teams, and specialized property management and reporting platforms such as MRI, Nexus, ServiceEdge, Cove, Measurbl, and Tripsware. The environment is fast paced, collaborative, and deadline driven, requiring both teamwork and independent work. The role may involve long periods of sitting and occasional lifting of up to 25 pounds for files, supplies, or meeting materials. A professional, well-put-together appearance is expected while working onsite and interacting with team members, tenants, and vendors. Reliable transportation is needed to commute to the site. The position currently offers the potential to transition from a contract role to a permanent opportunity, depending on performance and business needs
Job Type & Location
This is a Contract to Hire position based out of Tysons, VA.
Pay and Benefits
The pay range for this position is $26.00 - $26.00/hr.
Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: - Medical, dental & vision - Critical Illness, Accident, and Hospital - 401(k) Retirement Plan - Pre-tax and Roth post-tax contributions available - Life Insurance (Voluntary Life & AD&D for the employee and dependents) - Short and long-term disability - Health Spending Account (HSA) - Transportation benefits - Employee Assistance Program - Time Off/Leave (PTO, Vacation or Sick Leave)
Workplace Type
This is a fully onsite position in Tysons,VA.
Application Deadline
This position is anticipated to close on Aug 14, 2026.
About Aston Carter
Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.
The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.
If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com (%20astoncarteraccommodation@astoncarter.com) for other accommodation options.
San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.
Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.
Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.
