Executive Operations Coordinator

TREK Development Group is a Pittsburgh-based real estate development firm specializing in building innovative and sustainable communities. Our mission is to Create Value Enhance Lives and Strengthen Communities.

At TREK we believe the right cultural fit is just as important as possessing the skills and qualifications for the job. Our core values: Aesthetics Alignment Collaboration Compassion Inclusiveness Quality Commitment Empathy Humility Integrity and Responsibility are best described in our commitment to TREKs Hospitality Covenant. The Hospitality Covenant describes our core practices that we strive to achieve each day:

1. To treat everyone with the kindness we all want
2. To do our own part to take care of the place where we live and work
3. To take the time to help each other achieve our goals and aspirations

• Serve as anadministrative partner to the Vice President of Management Operations
• Manage executive calendar scheduling meeting coordination and travel arrangements
• Prioritize incoming requests communications and scheduling conflicts to support efficient time management
• Prepare agendas presentations meeting materials and follow-up documentation for leadership meetings
• Track action items deadlines and delegated follow-ups to ensuretimelycompletion
• Support preparation for strategic planning sessions retreats quarterly reviews and leadershipoff-sites
• Anticipate leadership needsidentifygaps and proactively drive follow-through without requiring detailed direction

• Act asa central pointof coordination across departments on behalf of leadership

• Draft internal communications memos presentations and meeting summaries

• Ensure leadership decisions and updates are clearly communicated toappropriate teamsacross the business

• Coordinate cross-functional meetings andmaintainvisibility into ongoing priorities and deliverables; provide timeline and detailed follow-ups to all participants of the meetings

• Helpmaintainalignment between departments through consistent communication and follow-up; hold corporate support teams accountable to timelines

• Maintain accountability systems to ensure teams are meeting established deadlines and commitments

• Escalate stalled projects communication gaps or missed deadlines to leadership as appropriate

• Coordinate cross-functional budget with regional management team and reinforce budget process timeline
• Facilitate and support Weekly Meeting Cadences maintain agendas coordinate invites organize content for presentation

• Maintain centralized systems for tracking initiatives deadlines and project status updates

• Support execution of cross-functional initiatives through scheduling documentation and coordination

• Manage recurring operational cadences including KPI reporting timelines leadership meetings and departmental follow-up; ensure these meetings are being executed efficiently and as intended pivoting conversations and schedules as needed

• Coordinate collection and consolidation of operational updates reports and leadership summaries

• Organize project files templates SOPs and internal resources

• Assistwith implementation and maintenance of internal processes and administrative workflows

• Assist with identifying administrative inefficiencies and recommend process improvements

• Support onboarding coordination leadershiplogistics and team event planning

• Assistwith expense tracking invoice processing and approvals coding confirmation vendor coordination and operational documentation via RealPage platform

• Review credit card approvals for VP of Management Operations and their direct reports following up with the team to get expenses approved and coded for finance in a timely manner.
• Coordinate officelogisticsand administrative support across teams as needed

• Maintain confidentiality and professionalism in handling sensitive information and communications

• Provide hands-on support during high-priority or fast-moving organizational initiatives

• Bachelors degree or equivalent experience
• 5 years of Executive Administrative experience required
• At least 2 years project coordination experience preferred
• Working knowledge of relevant software applications including MS Office Real Page and Airtable
• Exceptional organization and attention to detail
• Strong written and verbal communication
• Ability to manage multiple priorities simultaneously
• High discretion and professionalism
• Strong follow-through and proactive problem-solving
• Comfort working across departments and with senior leadership
• Ability toanticipateneeds and improve administrative processes within the organization
• Familiarity with affordable housing property management or community development is a plus.

• The employee is regularly required to move around the building or site.
• May require travel dependent on business needs.
• Must work under deadlines and ability to meet deadlines.
• The person in this position needs to occasionally move about inside the office to access file cabinets office machinery etc.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Benefits include medical dental vision employer-paid long-term disability employer-paid basic life 401k with employer contribution and EAP.

At TREK we dont just manage propertieswe build communities. If you are a proactive confident leader who takes ownership solves problems and inspires others to achieve excellence we encourage you to apply.

An Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race color religion sex sexual orientation gender identity national origin or protected veteran status and will not be discriminated against on the basis of disability.

Texting Privacy Policy and Information:

• Message type: Informational; you will receive text messages regarding your application and potentially regarding interview scheduling.
• Privacy: No mobile information will be shared with third parties/affiliates for marketing/promotional purposes.
• Message frequency will vary depending on the application process.
• Msg & data rates may apply.
• OPT out at any time by texting Stop.