PURPOSEThe Executive Assistant—Maintenance Operations serves as the primary administrative and strategic support to the National Director of Maintenance Services and the US Maintenance Services Team, providing executive-level assistance to ensure operational efficiency, consistency, and alignment across the US Residential and Commercial portfolio. This role is pivotal in supporting operations, coordinating complex national projects, preparing operational and financial reports, and supporting departmental initiatives. The Executive Assistant – Maintenance Operations acts as a liaison between the National Director, Area Service Managers, national vendor partners, and corporate leadership to facilitate communication, drive deliverables, and streamline maintenance operations at scale.RESPONSIBILITIESExecutive and Administrative SupportManage calendar, travel arrangements, expense reporting, and support with correspondence with confidentiality and discretion.Prepare executive-level communications, presentations, and reports for internal and external stakeholdersServe as the point of contact between the National Director and corporate departments, including operations, accounting, environmental, risk management, marketing, and construction and development.Prioritize and manage multiple competing priorities while maintaining accuracy, attention to detail, and professionalism.Track and follow up on key action items, ensuring accountability and timely execution across the US portfolio.Financial and Operational SupportAssist with accounts payable/receivable, budget tracking, and expense reporting to support fiscal accuracy.Compile, review, and maintain capital and operational budget data, assisting with forecasting and quarterly variance reporting.Prepare and analyze operational performance metrics and key performance indicators to support executive decision-making.Support the Area Service Managers and other team members in preparing and submitting their monthly expense reports.Vendor and Contract CoordinationAssist with vendor onboarding, insurance compliance, and service agreement renewals in alignment with corporate procurement and risk management policies and procedures.Maintain accurate vendor records and assist in managing all national service contracts.Service as a liaison between vendors, property teams, and Area Service Managers to ensure continuity of service delivery and standards.Act as the main point of contact for all national partnerships, including tracking agreements, managing the rebate programs, and ensuring compliance across the US portfolio.Compliance and Risk SupportMonitor compliance with corporate policies, safety standards, and regulatory requirements.Maintain documentation for lender inspection requirements, environmental programs, and internal maintenance and safety audits.Track national maintenance compliance reports and support internal audit readiness.Reporting and CommunicationsPrepare executive-level reports, dashboards, and presentations summarizing operational performance, compliance outcomes, and key initiatives.Assist in drafting and distributing communication updates, policy notices, and strategic memos for the Maintenance Services Department.Support internal and external presentations for senior management, capital planning meetings, and other meetings as requested by the National Director and Maintenance Services Department.Disaster Management and Emergency CoordinationSupport the National Director during national disasters or emergency events by acting as the logistics coordinator.Organize supply deliveries, monitor inventories, track utility information, and compile local, state, and federal resource data and disperse to the appropriate team members.Maintain communication channels with affected sites and assist with real-time reporting to leadership.Project Coordination and Process ImprovementSupport departmental initiatives focused on process optimization, technology adoption, and workflow standardization.Develop and maintain tracking systems, templates, and documentation tools to improve departmental visibility and efficiency.Coordinate cross-departmental deliverables and ensure project milestones are met.
