Executive Assistant to the VP of Human Resources

*KINDLY READ THE JOB DESCRIPTION & THE APPLICATION INSTRUCTIONS CAREFULLY.*

Who We Are:

Tracing our history back to 1920, EJF Real Estate Services is a family-owned business focused on community association management, residential property management, and real estate services across the Washington, DC metropolitan area. We support EJF and its affiliated entities nationwide with a strong commitment to service, professionalism, and growth.

Job Description:

The Executive Assistant serves as the primary support to the Director of Human Resources, ensuring the HR function operates efficiently and effectively in a remote work environment. This role provides comprehensive administrative, communication, and coordination support, allowing the HR Director to focus on strategic initiatives and organizational priorities.

The ideal candidate is a reliable and detail-oriented professional with a background in property management or real estate, excellent organizational skills, and a strong command of project management tools. Success in this role requires prompt responsiveness, strict adherence to deadlines, and the ability to manage sensitive matters with confidentiality and discretion.

Key Responsibilities:

Executive & Administrative Support:

• Provide direct administrative assistance to the HR Director, including managing 8 email inboxes, calendar scheduling, and meeting coordination.
• Screen, prioritize, and organize all incoming communications to ensure the HR Director’s time is optimized.
• Maintain confidential HR documents, digital records, and filing systems.
• Coordinate virtual applicant interviews and meetings, including preparing agendas, recording minutes, and tracking follow-up actions.

Communication & Coordination:

• Act as a remote liaison between the HR Director and other departments to ensure alignment and timely execution of HR activities.
• Manage interdepartmental communications and follow up on pending HR-related items.
• Assist in coordinating HR initiatives such as recruitment efforts, onboarding, training, and employee engagement programs.
• Handle communication with external stakeholders, vendors, and partners related to HR operations.

Project & Workflow Management:

• Support the HR Director in managing multiple projects simultaneously.
• Track project progress, deliverables, and deadlines, ensuring timely completion of tasks.
• Maintain an action tracker and provide regular updates on key HR initiatives.
• Assist with HR reports, project documentation, and performance tracking.

Follow-Ups and Accountability:

• Ensure all commitments and action items are completed on schedule.
• Promptly follow up with relevant tea ---------- mbers and departments on outstanding deliverables.
• Provide concise, accurate summaries and status reports for the HR Director’s review.
• Assist both the needs of Domestic Employees and Global Team and its respective personnel.
• Assigned other duties and responsibilities to support the whole Human Resources Department.

Core Competencies & Soft Skills:

• Attention to Detail: Produces error-free work with accuracy and consistency.
• Prompt Responsiveness: Communicates quickly and efficiently, especially in a remote setup.
• Deadline-Oriented: Manages priorities effectively to meet strict timelines.
• Proactive and Resourceful: Anticipates needs and provides solutions without needing direction.
• Highly Organized: Manages multiple tasks, documents, and schedules simultaneously.
• Dependable and Trustworthy: Exercises sound judgment and discretion in handling sensitive HR matters.
• Collaborative: Builds strong virtual working relationships across teams and departments.
• Organization & Time Management: Able to prioritize multiple tasks, manage calendars, coordinate meetings, and meet deadlines efficiently.
• Communication Skills: Strong written and verbal communication with the ability to interact professionally with executives, employees, vendors, and global teams.
• Confidentiality & Discretion: Handles sensitive HR and employee information with professionalism and integrity.
• Multitasking: Successfully manages multiple projects, deadlines, and competing priorities without sacrificing quality.
• Problem-Solving: Analyzes situations, resolves administrative challenges, and supports efficient HR operations.
• Adaptability: Thrives in a fast-paced, remote work environment while adjusting to changing priorities.

Qualifications:

• Bachelor's degree in Human Resources, Business Administration, or related field.
• MUST have at least 3 years of professional experience as a generalist HR Assistant, preferably from property management or the real estate industry.
• Demonstrated experience in HR administrative support roles.
• Familiarity with U.S. and global HR best practices and employment regulations.
• Proficiency in ATS and HRIS platforms (Paylocity).
• MUST be proficient in Microsoft Office Suite (Word, Excel, Outlook, etc.) and ----------
• Strong communication and interpersonal skills.
• Exceptional organizational and multitasking abilities
• High attention to detail and discretion in handling sensitive information.
• Ability to work independently with minimal supervision.
• Strong problem-solving capabilities.

Working Conditions:

• This is a fully remote position. Applicants must meet certain requirements for a working computer and consent to our IT department conducting an analysis of the computer for cybersecurity and safety purposes.

Expected Work Times:

• Candidates are generally expected to work during U.S. Eastern Standard Time (EST) business hours.
• The candidate must be available during working hours for meetings and accessible by phone/text during the workday.
• Schedule: Monday–Friday, 9:00 AM–5:30 PM EST (with a 30-minute unpaid break)

Time Tracking:

• Use of Hubstaff time-tracking software is required while performing work.

• This is a full-time contract position. Payments are made via Wise on the 15th and 30th of each month. While this is a contractor role, we do offer a variety of perks for our contractors.

How to apply:
1. Please check out the company website before submitting an application: ---------- .
2. Send an EMAIL ATTACHMENT with your updated resume in PDF format.
3. Send a link to your video recording introducing yourself & your relevant experience based on the job description.
4. Send your OnlineJobs.PH profile link.
5. Please indicate on your email application that you're comfortable with $8-$9 USD per hour.

Kindly send your application to ---------- the subject line, kindly indicate the position Executive Assistant to the VP of Human Resources - your name.

Shortlisted applicants will be contacted by email for interview scheduling.
We look forward to working with you!