Position Type: Full time
State: VA
City: Arlington
Zip Code: 22203

Overview

AvalonBay Communities, Inc., an equity REIT, has a long-term track record of developing, redeveloping, acquiring and managing distinctive apartment homes in some of the best U.S. markets, and delivering outsized, risk-adjusted returns to shareholders. With equal parts experience and vision, we’ve established a leadership position rooted in our purpose of creating a better way to live and that is always focused on building value for the long term.

Creating a better way to live is the purpose that binds AvalonBay associates. We take that purpose seriously and expect you will as well. By focusing on collaboration, innovation, and taking ownership of our choices and actions, we act in ways that focus on creating value for our customers, investors and associates. Your positive, professional, and consistent personal interactions make AvalonBay a great place to work.

The Role

We are seeking a highly organized and detail-oriented Executive Assistant to support our EVP, Portfolio & Asset Management and EVP, Human Capital & Administration as well as key functions within these areas. This role involves managing calendars, coordinating complex travel arrangements, scheduling and organizing routine, all-hands, and offsite meetings, processing expense reports and invoices, and supporting the annual budgeting process for two Executive Vice Presidents and their teams.  The ideal candidate will demonstrate exceptional communication and organizational skills, a proactive approach to problem-solving, the ability to handle confidential information with discretion, and the ability to multi-task and prioritize.

Key Responsibilities:

Calendar and Travel Management:

• Manage the calendars, including planning and scheduling meetings for two Executive Vice Presidents

• Arrange complex travel plans and itineraries

• Compile and organize necessary documents for conferences and meetings

Meeting and Event Coordination:

• Schedule and coordinate quarterly team meetings, periodic all-hands team meetings, routine meetings, and ad hoc meetings

• Arrange logistics for team meetings, including securing facilities and caterers, sending pre-read materials, coordinating speakers, and managing event budgets

• Compile required meeting materials for Executives in preferred format (e.g., digital, printed)

• Organize in-person and virtual meetings with internal and external stakeholders

Communications Management:

• Screen incoming calls, emails, and written correspondence, responding to inquiries as necessary

Budgeting Support:

• Communicate budget preparation and review timeline to departmental leadership and ensure timeline is adhered to

• Support departmental leadership in budget preparation by inputting budgets into the budgeting system and running reports

Administrative Support:

• Create and maintain spreadsheets, presentations, and various other files

• Submit invoices and expense reports, ensuring alignment with departmental budgets

• Facilitate compliance with annual performance review, business planning, and goal setting timelines by communicating important deadlines to departmental leadership and ensuring deadlines are met, compiling information succinctly for Executive review, and scheduling requisite meetings

Ad Hoc Support:

• Provide additional administrative support to the EVP, Portfolio & Asset Management and the EVP, Human Capital & Administration and leadership within these two functional areas as assigned

Qualifications:

• Proven experience as an Executive Assistant or in a similar role supporting C-suite executives

• Strong organizational and time-management skills

• Excellent verbal and written communication abilities

• Proficiency in Microsoft Office Suite (Excel, PowerPoint, Word, Outlook)

• Experience with complex travel arrangements for individuals and groups

• Ability to handle confidential information with discretion

• Detail-oriented with a commitment to accuracy and thoroughness

• Flexible, able to adapt to changing priorities, and willing to work collaboratively with other C-level Executive Assistants

Preferred Qualifications:

• Familiarity with financial processes such as expense reporting and budget tracking

How AvalonBay Supports You

Additional Info

AvalonBay is proud to be an equal opportunity employer and is committed to an inclusive and diverse work environment free of discrimination and harassment.  We believe that in order to achieve our purpose of creating a better way to live, we must recruit, develop and retain associates with a wide range of backgrounds, experiences and perspectives and create an environment that encourages all voices to be heard, understood and appreciated. With this we know we can do great things.

AvalonBay makes employment decisions without regard to a person’s race, ethnicity, color, religion, sex, national origin, sexual orientation, gender identity, pregnancy (including childbirth, lactation or related medical conditions), age, physical or mental disability, genetic information (including characteristics or testing), citizenship status, military or veteran status, or any other status protected by the law.

For California residents, if you elect to apply to AvalonBay you accept the AvalonBay California Personnel Privacy Notice (https://www.avaloncommunities.com/california-personnel-privacy-notice/)

Job ID JR104628