Job Description
Key Responsibilities
Executive & Administrative Support
Provide hands-on administrative support, including scheduling, meeting preparation, document organization, communication support, and follow-up tracking.
Maintain organized company records, including contracts, reports, meeting minutes, compliance materials, and other key documents.
Coordinate approved vendors, Operations Assistants, or other support resources when additional capacity is needed.
Calendar, Deadline & Meeting Support
Maintain the company’s master calendar across multiple entities, including key dates, renewals, recurring activities, meetings, and time-sensitive obligations.
Coordinate internal and external meetings, including invitations, materials, logistics, and follow-up items.
Support company meetings, events, executive travel, and team coordination needs.
Real Estate, Transaction & Document Support
Compile, organize, and track documentation for real estate closings, RFP responses, proposals, and other formal submissions.
Support documentation related to acquisitions, financing, compliance, development activity, and project-related work.
Coordinate signature packages, document routing, notarization, and delivery of time-sensitive documents.
Accounting Administration & Vendor Setup Support
Receive invoices by email and physical mail, organize them, and batch them for accounting processing.
Track invoice intake and help ensure invoices are routed timely with needed backup or supporting documentation.
Support new vendor setup by gathering W-9 forms, certificates of insurance, and other required vendor records.
Coordinate with accounting on invoice questions, missing documentation, vendor setup status, and related follow-up.
Technology Coordination
Coordinate with APG’s IT consultant to help ensure remote team members are connected and set up with basic technology needs.
Support routine communication with the IT consultant regarding email setup, equipment coordination, access needs, and new employee onboarding.
Communications & Digital Presence Support
Assist with website updates related to acquisitions, project completions, closings, and community events.
Create, schedule, or coordinate social media posts highlighting company milestones, initiatives, closings, and community impact.
Office, Mail & Document Coordination
Support light office-related needs at APG’s HQ, including paper mail, document assembly, light storage, supplies, and coordination with the shared office facility as needed.
Receive, organize, scan, route, or prepare paper documents and mail for appropriate follow-up.
Assist with occasional in-person tasks in El Segundo, including document handling, delivery, signature coordination, and notary-related support.
Coordinate approved outside vendors, Operations Assistants, or other resources during high-volume periods, special projects, or time-sensitive administrative needs.
We are a company committed to creating diverse and inclusive environments where people can bring their full, authentic selves to work every day. We are an equal opportunity/affirmative action employer that believes everyone matters. Qualified candidates will receive consideration for employment regardless of their race, color, ethnicity, religion, sex (including pregnancy), sexual orientation, gender identity and expression, marital status, national origin, ancestry, genetic factors, age, disability, protected veteran status, military or uniformed service member status, or any other status or characteristic protected by applicable laws, regulations, and ordinances. If you need assistance and/or a reasonable accommodation due to a disability during the application or recruiting process, please send a request to HR@insightglobal.com.To learn more about how we collect, keep, and process your private information, please review Insight Global's Workforce Privacy Policy: https://insightglobal.com/workforce-privacy-policy/.
Required Skills & Experience
Required Qualifications
Strong administrative experience supporting executives, leadership teams, operations teams, or deadline-oriented business functions.
Demonstrated ability to execute administrative work with accuracy, ownership, and follow-through.
Strong organizational skills and ability to manage key dates, documents, and follow-up items.
High attention to detail and commitment to accuracy.
Excellent written and verbal communication skills.
Ability to handle confidential information with discretion.
Comfort working independently in a mostly remote environment while remaining responsive and accountable.
Proficiency with Microsoft Office, Google Workspace, calendar systems, digital filing systems, and general office technology.
Nice to Have Skills & Experience
Preferred Qualifications
Experience in real estate development strongly preferred.
Experience in affordable housing, multifamily housing, community development, property management, construction, finance, or public agency documentation highly desirable.
Current California Notary Public commission preferred.
Experience supporting RFPs, proposals, closings, contracts, compliance documents, or other formal submissions preferred.
Experience coordinating with outside vendors or consultants, including basic communication with IT support providers, preferred.
Experience gathering vendor setup documentation, including W-9 forms, certificates of insurance, and related records, preferred.
Benefit packages for this role will start on the 1st day of employment and include medical, dental, and vision insurance, as well as HSA, FSA, and DCFSA account options, and 401k retirement account access with employer matching. Employees in this role are also entitled to paid sick leave and/or other paid time off as provided by applicable law.