Administrative Assistant
Apartment List
Administration, Education
United States · Remote
Posted on Mar 6, 2025
Who we are
Apartment List is the premier rental matchmaking marketplace, connecting ready-to-move renters with multifamily properties. Our renters benefit from a personalized machine learning driven search experience that matches them with properties that fit their wishlist. Our supply partners harness our generative AI renter engagement technology and performance-based pricing model to efficiently connect with our qualified renters. Our goal is to be the preferred destination for renters and the unmatched partner for properties because we offer ease, speed and control to rent with confidence through a success-based business model.
About the Role:
We're hiring a stellar Administrative Assistant to report to the Senior Manager of Executive Operations and support the members of our Apartment List executive team. This individual will handle a variety of day-to-day administrative tasks alongside special projects, events, and initiatives.
Key responsibilities include scheduling, calendar and travel management, expense and invoice approvals, employee gifting, swag ordering, new hire onboarding, company-wide meeting production, critical IRL event planning, and other general administrative duties. This role is highly cross-functional, requiring collaboration with multiple stakeholders to deliver a world-class employee experience. You will need to operate with unapologetically high standards and thrive in the grey zone - embracing the beautiful mess that comes with scaling a fast-moving, dynamic environment.
To thrive in this position, you should be comfortable working in a remote environment with a dynamic, distributed team. Strong communication and time management skills are essential, as you’ll engage with colleagues across various time zones. You’ll also need to navigate a fast-paced technology environment and be proficient in tools like Google Suite, Slack, Zoom, Expensify, and other modern collaboration platforms.
What you'll do:
- Communication
- Manage virtual communications, including emails, Slack, and video conferencing [Zoom or Google Meet]
- Assist in drafting and proofreading communications
- Calendar & Schedule Management
- Manage calendars for Executives and team members, including proactive management of calendars to ensure the most efficient use of time and resources [may also include facilitating communication and coordination for meetings or events with external partners and board members]
- Coordinate and schedule meetings and conferences
- Expenses & Invoicing
- Manage expenses via Expensify and invoices within Bill.com, which also includes healthcare benefits reimbursements
- IRL Events & Travel Management
- Support in planning and executing in person meetings and events for Execs, external partners and other senior leaders
- Own planning and execution of travel itineraries, accommodations and transportation for Executives
- Administrative Support
- Provide seamless and proactive administrative support to Executives and their respective departments
- Support and drive internal initiatives, collaborating across teams to execute projects efficiently and effectively
- Assist with the coordination and execution of special projects, ensuring attention to detail, clear communication, and timely follow-through
- You will have a keen eye to deliver surprise and delight for our team. Think about all of those small moments where if the perfect company existed, those moments would be thoughtfully recognized and celebrated. Apartment List is on a mission to become that company!
What We're Looking For:
- You have an associate degree; additional qualifications in Office Administration or related field is a plus
- You have proven experience as an Administrative Assistant or in a similar role
- You show an ability to be resilient through the ups and downs of a scaling question
- You are proficient in Google & Microsoft Office Suite [especially Sheets & Excel]
- You demonstrate strong organizational, multitasking & time management skills
- You have an ability to adapt in a fast paced and changing environment
- You have strong communication and interpersonal abilities
- You are highly proactive and responsive, with calendaring prowess that creates more time in the day
- You make thoughtful decisions, especially when managing trade-offs, ensuring that both executive efficiency and broader team needs are met
- You are detail-oriented and able to track information with a high degree of accuracy
- You are able to handle sensitive and confidential information with discretion
- You work well under limited supervision
Here's the Pay Range:
At Apartment List, we carefully consider a variety of factors to determine compensation for each position, including the role, level, and work.
The U.S. base salary range for this exempt position, which is eligible for time and a half, is $70,000 - $95,000 [$33.65/hr - $45.67/hr] + equity, which reflects the compensation target for new hire salaries for the position across all US locations.
Please note, the compensation details reflect base salary only and do not include the benefits and perks that we offer.
We also rely on market indicators along with considering your work location, job related skills, experience and relevant education and training, to determine compensation that is fair and competitive for you. Apartment List will consider paying compensation near the higher of the range in exceptional circumstances, where candidates have the experience, credentials or expertise that would warrant such consideration. It is always our goal to hire exceptional talent and we would be happy to share more about compensation
Location:
Remote, PST or MST time zone only
Why Join Us?
- Remote-First Culture: Work from anywhere in the U.S
- Competitive Compensation: Including salary, pre-IPO stock options, and additional financial incentives
- Comprehensive Benefits: Fully covered medical, dental, and vision for you and your dependents
- Unlimited Time Off: Flexible vacation policies, company holidays, and recharge days to prioritize wellness
- Home Office Reimbursement: To cover home office items, monthly home internet, and monthly cell phone (if applicable)
- Health & Wellness Reimbursement: To cover monthly gym membership or other qualifying expenses
- Career Development: Access to mentorship, training, and opportunities to grow your career
- Inclusive Environment: A culture dedicated to diversity, equity, inclusion, and belonging
At Apartment List, we believe everyone deserves a home and a career they love. We celebrate diversity in all forms and are proud to be an equal opportunity employer. We are committed to creating an inclusive environment where everyone feels valued and empowered.
Join us in shaping the future of renting through innovation, collaboration, and impact.