Operations Specialist

We are currently seeking an organized, inquisitive, motivated, and flexible teammate to join our team as an Operations Specialist, reporting to the EVP Chief Operating Officer (COO). The Operations Specialist is responsible for closely partnering with the COO and his direct reports to monitor and/or positively influence the pulse of Equity’s Property Operations, Property Management, and Marketing and Sales organizations. In this role, you will perform a wide variety of duties, from crafting departmental and organizational communications to preparing executive-level presentations to proactively generating new ideas and actions that help improve collaboration with all of the various Operations departments—to name a few. As an Operations Specialist, you’re a business savvy professional who understands how to interact with all levels from individual contributors to key leaders, up to the Executive Committee and/or members of the Board of Directors. Additionally, you’ll be responsible for providing broad administrative support to the COO, Senior VP Property Management, and Senior VP Marketing and Sales, as well as their respective teams. Each day will be fun, fast-paced, and unique, requiring your ability employ a diverse set of skills.

• An Experienced Professional. To help you quickly transition into this position, you’ve got at least 3 years of previous work experience under your belt and tasks like planning meetings, arranging travel, drafting communications, reviewing/comparing reports, compiling presentations, etc. are not new to you.
• A Strong Communicator. Your writing and speaking skills are clear, articulate, and effective, demonstrating your ability to interact with all levels and various teams within the organization. You know how to organize your communication concisely in order to successfully get your message across and be understood. You also pride yourself on consistently employing good grammar and spelling skills.
• Organized and Results-Focused. You demonstrate an inherent sense of urgency to drive great results, while being precise in executing your work.  You take great notes and know how to prioritize competing projects and tasks to make the biggest impact. You ask lots of clarifying questions so that you can deliver on expectations while also seeking opportunities that bring improvement and increased efficiency to the organization.
• Flexible and Adaptable. You enjoy managing a lot of things at once and you don’t mind jumping from one topic to the next. You are comfortable living in the grey and embrace change. You don’t get stressed easily when there is more to do than time allows—you like the challenge!
• Technologically Savvy. Tools like email and internet access start as basic necessities in your daily operation and you also enjoy learning new technology and/or software to help you most effectively get the job done. You are proficient with Microsoft Word and Excel, and are also comfortable with Microsoft PowerPoint and Google Slides.  Familiarity with other Google Apps for Business is a plus!
• Trustworthy and Discerning.  The ability to work with confidential information, while using discretion, is crucial to this position.
• Passionate. Motivated. Eager to Learn.  You are resourceful, ask smart questions, challenge the status quo, and regularly seek to understand. You invest extra energy to reach your goals. And when a special project arises, you volunteer!

Ensure the Operational leadership team can effectively execute on its objectives and new initiatives and has relevant and reliable information on which to base business decisions. Here’s how:

• Partner closely with the COO and his direct reports to monitor and/or positively influence the pulse of the Property Operations, Property Management, and Marketing and Sales organizations. 
• Serve as a project manager on independent projects as well as project team member on cross-functional project teams to ensure the successful tactical execution. Develop and deliver project summary schedules/reports and other written and verbal communications as appropriate. Initiates, participates in, and/or facilitates the evaluation of a project’s effectiveness and makes recommendations for improvement.
• Support the COO, SVP Property Management, and SVP Marketing and Sales with their employee engagement efforts across the company, by focusing on key drivers and related activities that support employee recognition, celebrate diversity and inclusion, and enhance employee retention.
• Prepare Property Operations, Property Management, and/or Marketing and Sales reports, as well as confidential, ad-hoc spreadsheets, graphs, presentations, etc. for distribution to a variety of internal and external individuals. Extract and analyze data from various internal databases and systems such as Essbase, MRI, and Business Intelligence.

• Collaborate with internal teams —from Employee Communications to Marketing and Branding— to provide guidance and/or draft departmental and organizational communications, leadership talking points, scripts for conversation topics for field employees, etc.; as appropriate, liaise with internal partners to develop scope, plan, and delivery of Property Operations communications.
• Support the design and quality control of the Property Operations Leaders’ content on Equity Residential’s Intranet: ERNIE. Regularly review and leverage ERNIE to understand areas of opportunity and recommend appropriate actions or ideas for improvement to leadership. Partner with subject matter experts to build best practices to effectively manage content on ERNIE.
• Assist in promoting, communicating, and packaging new company initiatives to employees; as needed, provide guidance to leadership with scripting and content for internal Learning videos.

Provide Executive and Administrative Support to the COO and senior leadership team. Here’s how:

• Keep the COO, SVP Property Management, & SVP Marketing & Sales organized and on schedule, which may involve activities such as maintaining daily calendars, organizing meetings and setting up conference rooms, organizing travel arrangements, organizing offsite travel and/or meeting plans, preparing travel and expense reimbursement forms, etc.
• Reconcile invoices and prepare for accurate payment; additionally, review Property Operations department expense reports, prior to being submitted to COO. 
• Quarterly, serve as a key support for compiling materials for Equity’s Earnings Release calls; activities may include scheduling (or rescheduling) appointments; making meeting arrangements; collecting, organizing, and analyzing reports; reaching out to internal business partners for necessary or missing information; etc.
• Organize and communicate the monthly Operations Team meeting in our offices or a local venue, staying within budget and offering a variety of options for the meeting. Gather all of the birthdays, work anniversaries, and new employee information for the executives to read through.
• Proactively support internal customers by independently handling all general administrative tasks (maintaining files, copying, mailings, and overnight shipments), responding to inquiries and troubleshooting issues, and balancing the needs of multiple teams.
• Maintain confidentiality regarding personal information and executive decisions.
• Responsible for independent projects, in addition to ongoing duties, as necessary.

REQUIREMENTS & PREVIOUS EXPERIENCE

• Bachelor's degree preferred, in addition to 3+ years of professional work experience.  Experience in property management and/or high-level administrative support a plus.
• Must possess excellent written and verbal communication skills. Thorough knowledge of grammar, punctuation, and spelling is required to ensure that all reports, communications, etc. are prepared in an accurate and professional manner.
• Must be able to work independently, be flexible, and act with a high level of confidentiality and discretion at all times. Self-starter, with a drive to succeed/excel.
• Must be proficient with Microsoft Word and Excel. Presentation skills (Powerpoint and Google Slides) to create and edit presentations are required. Familiarity with Google Apps for Business are a plus.
• Must possess strong administrative and organizational skills, in addition to being detailed oriented with good follow-up skills.
• Must be able to be flexible with work hours, especially to meet key business deadlines.
• Demonstrated ability to schedule complicated travel arrangements.

We recognize everyone has different needs outside of work. That’s why, in addition to a competitive benefits package (medical, dental, vision and paid time off), we offer many unique options to employees, like pet insurance and paid time off for community service projects. To learn more, view our Total Wellbeing page here.