Administrative Assistant - Corporate Administration (Part-Time)

The Administrative Assistant provides high-level administrative and operational support to multiple departments, including Executive, Portfolio Management, Project Finance, Acquisitions, and Legal/Transactions. This role is essential in ensuring the smooth day-to-day functioning of the office, supporting internal and external events, and maintaining a professional and organized work environment. The ideal candidate is proactive, detail-oriented, and capable of managing multiple priorities while maintaining confidentiality and professionalism.

This is a part-time, on-site position located at our corporate office in the Sorrento Valley area of San Diego, CA. The schedule is 30 hours per week, Monday through Friday, with core hours from 9:00 AM to 3:30 PM (with a 30-minute meal break) or 9:00 AM to 4:00 PM (with a 1-hour meal break). This role may extend to full-time hours in the future.

Administrative Support

• Process expense reports, coordinate travel arrangements, and perform general administrative tasks for executives and department staff.
• Maintain and update contact databases for executives.
• Schedule and coordinate department meetings, including booking conference rooms and managing calendars.
• Serve as third backup for the front desk receptionist: greet visitors, assign guest badges, answer and direct phone calls.

Legal/Transactions Support

• Act as department backup for the Legal/Transactions team, especially on Thursdays and Fridays.
• Notarize documents, scan and overnight real estate closing packages.
• Provide coverage for the primary Legal/Transaction Administrative Assistant as needed.

Event & Meeting Coordination

• Assist with planning and execution of internal and external events, including:
  • Quarterly meetings
  • Annual investor conference
  • NMHC meetings
  • Departmental lunches and celebrations
  • Company social events
• Support conference room setup and cleanup, including food and beverage service.
• Monitor conference room schedules and assist with logistics for board and management committee meetings.

Office Operations

• Pick up and distribute daily mail for multiple departments.
• Maintain and organize the supply room; monitor inventory and restock supplies as needed.
• Ensure conference rooms are clean, stocked, and ready for meetings.

Other

• Occasional travel and overnight stays for events (1-2 times per year).
• Perform other duties and special projects as assigned.

Education & Certifications

• High school diploma or equivalent required; Associate degree or higher preferred.
• Active California Notary Public commission is strongly preferred. If not already commissioned, new hires will be required to successfully obtain certification within six months of their start date.

Experience

• Minimum of 2-3 years of administrative or office support experience in a corporate or professional services environment.
• Experience supporting multiple departments or executives simultaneously.
• Familiarity with event coordination and logistics
• Demonstrated ability to handle confidential information with discretion.
• Prior experience in a legal or real estate environment is highly desirable.

Skills & Competencies

• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint); familiarity with Teams, SharePoint, and Adobe Acrobat is a plus
• Comfortable operating standard office equipment including copiers, scanners, postage machines, and conference room technology
• Accurate and efficient typing skills with strong attention to formatting and proofreading
• Basic to intermediate math skills for expense tracking and reporting
• Excellent customer service skills with a professional, approachable demeanor
• Strong organizational and time management abilities; able to manage multiple priorities and meet deadlines consistently
• Clear and professional verbal and written communication skills, including direct interaction with C-level executives and external stakeholders
• Demonstrated ability to work independently, take initiative, and adapt to changing priorities in a fast-paced environment
• High attention to detail and accuracy in all work, from scheduling to document handling
• Builds and maintains effective working relationships across departments and levels of the organization
• Maintains a polished, professional appearance and demeanor at all times
• Consistently meets expectations for attendance, punctuality, and timekeeping
• Exercises sound judgment and discretion, especially when handling confidential or sensitive information
• Demonstrates strong ethical standards, integrity, and accountability in all responsibilities
• Capable of resolving moderately complex issues and escalating more complex matters appropriately
• Valid Driver's License may be required.

Other

• This role may require additional responsibilities as assigned.

Our Company:

At Fairfield, we are proud to be a leader in the multifamily housing industry. We are passionate about creating exceptional apartment living. Among the most experienced multifamily companies, Fairfield has developed and acquired over 1000 communities since 1985. We are an award-winning company that proudly employs over 1,500 associates who are dedicated to serving our customers at our apartment communities located in over 30 markets nationwide.

Being a part of Fairfield means more than a rewarding career with personal growth. It's a partnership for the long term, working alongside colleagues in an open-dialogue environment that encourages growth and the sharing of ideas. We know that our associates are a key ingredient to our success, and we're proud to reflect that in our culture.

#LI-JENNA

Estimated Rate of Pay:

$25.23 - $30.13

This position is non-exempt; the range above reflects hourly rates.

The pay range displayed for this position is determined by skills and experience required, location and job complexity*. Potential job offers may vary based on the skills, education, and experience an individual candidate holds. This range reflects base rate only, and does not include allowances, perks, commissions or bonuses applicable to this position (if any). In addition to base salary, Fairfield offers all full time associates the following, upon meeting eligibility requirements:

• Paid time off, paid holidays and sick days, paid time off for volunteering activities (optional)
• Matched 401(k)
• Medical, dental & vision insurance
• Flexible spending account
• Life insurance

* Pay range is a calculation based on a midpoint price. Fairfield complies with all wage and hour laws, including minimum wage and salary exempt requirements.

Job duties for this position include: work safely and cooperatively with others, including supervisors; adhere to performance standards despite stressful conditions; communicate effectively and respectfully to ensure exceptional customer service; and follow all federal, state, and local laws and Company policies. Criminal history may have a direct, adverse, and negative relationship with some of the material job duties of this position. These include the duties and responsibilities listed above, as well as the abilities to adhere to company policies, exercise sound judgment, effectively manage stress and work safely and respectfully with others, exhibit trustworthiness and professionalism, and safeguard business operations. Pursuant to the Los Angeles and San Diego County Fair Chance Ordinances, the California Fair Chance Act, and any other applicable law, we will consider for employment qualified applicants with arrest and conviction records.