Administrative Assistant

Administrative Assistant Tishman Speyer creates vibrant destinations and dynamic environments that inspire innovation and connected communities. As a diversified developer, operator, and investment manager of top-tier real estate in 33 markets across the globe, our business choices are driven by the belief that real estate should unlock human potential. Tishman Speyer's diversified portfolio spans market rate and affordable residential communities, premier office properties and retail spaces, industrial facilities, and mixed-use campuses. We create state-of-the-art life science centers through our Breakthrough Properties joint venture, and foster innovation through our strategic proptech investments. By combining global perspective with local expertise, and a personalized approach, we are able to anticipate our customers' evolving needs. We were the first real estate company to introduce asset-wide amenity services through our ZO platform, and the first traditional real estate company to create its own flexible space and coworking brand, Studio. Tishman Speyer seeks an experienced Administrative Assistant to provide comprehensive administrative and finance-operations support to senior leadership. In this role, you would provide executive support as well as operational logistics including responsibility for financials, invoice processing, and billing. The successful candidate will be highly organized, detail-oriented, and technically fluent, comfortable moving between managing an executive's calendar and reconciling a ledger in the same day. The role requires expert-level proficiency in Microsoft Outlook, hands-on financial administration experience, and the ability to coordinate across multiple departments and external stakeholders while maintaining strict confidentiality. Key Responsibilities Executive Support Manage executive calendar(s) with expert-level proficiency in Microsoft Outlook, including scheduling complex meetings with multiple participants, resolving conflicts, and coordinating across time zones. Administer Outlook mailbox management, including email organization, distribution list management, and archive procedures. Arrange and coordinate meetings, including video conferences, in-person gatherings, and off-site events; manage meeting logistics, room bookings, catering, and attendee communications. Plan and execute off-site meetings and department events, including venue selection, travel arrangements, and agenda coordination. Prepare materials, reports, and correspondence on behalf of executive leadership; maintain confidentiality at all times. Serve as liaison between executive leadership and internal departments; manage ad-hoc requests and priorities. Collaborate with other executive assistants supporting senior leadership to align priorities and streamline administrative processes. Perform general office management tasks, including supply ordering, scheduling maintenance, and maintaining office space. Finance Operations Support the preparation, monitoring, and reporting of departmental budgets and forecasts. Process invoices end-to-end in Basware, ensuring accuracy, appropriate approvals, and timely payment. Manage billing cycles, reconcile accounts, and resolve discrepancies with internal teams and vendors. Review, track, and process invoices and payments; maintain financial records and reconciliation using Microsoft Dynamics 365 (D365). Process and submit expense reports for executive leadership, ensuring accuracy and compliance with company policy. Build and maintain financial reports and dashboards in Tableau to support decision-making. Liaise with accounts payable/receivable, procurement, and external vendors on financial queries. Maintain financial records and documentation in line with company policies and audit requirements. Identify opportunities to streamline financial and administrative workflows, including through automation and AI-enabled tools. Skills & Qualifications Executive support background: Proven experience as an Executive Assistant or in a comparable administrative role, ideally supporting C-level or senior leadership. Finance operations experience: Hands-on experience with budgets, financial reporting, invoice processing, expense management, and billing. Microsoft Dynamics 365 (D365): Working knowledge of D365 for financial bookkeeping, invoice processing, and reconciliation. Basware: Experience using Basware for invoice processing and accounts payable automation. Tableau: Ability to build, interpret, and maintain reports and dashboards in Tableau. AI tools: Working knowledge of AI-enabled productivity tools (e.g., Claude / ChatGPT) and a willingness to apply them to streamline day-to-day work. Microsoft Outlook: Expert-level knowledge, including calendar management, mailbox administration, and advanced features. Microsoft Office Suite: Proficiency with Word, Excel, and PowerPoint. Strong organizational and time-management skills, with the ability to manage multiple priorities simultaneously. Excellent written and verbal communication skills. Professional demeanor and ability to maintain strict confidentiality. Proven ability to work collaboratively with other administrative professionals. Preferred Qualifications Experience supporting C-level or senior leadership. Knowledge of Box and Smartsheet. Experience using additional collaboration tools (Microsoft Teams, SharePoint, etc.). Familiarity with project management tools and methodologies. Knowledge of IT department operations, terminology, or technology landscape. Experience coordinating large-scale events or off-site meetings. Bachelor's degree in Business, Finance, Accounting, or a related field, or equivalent experience. Core Competencies Administrative Excellence Superior organizational, scheduling, and coordination skills. Financial Acumen Budget support, invoice processing, and reconciliation competency across D365 and Basware. Technology Proficiency Advanced MS Outlook and Office Suite expertise, plus Tableau reporting and AI-tool fluency. Communication Professional written and interpersonal communication. Discretion & Confidentiality Ability to handle sensitive information with integrity. Collaboration Strong team player with the ability to work cross-functionally. Problem-Solving Proactive, resourceful approach to handling challenges. Work Environment This position is located in a corporate office environment. The employee will spend significant time at a desk using a computer and in meetings. Regular availability during standard business hours is required, with occasional flexibility for after-hours or early-morning commitments related to executive scheduling. The base compensation range for this role is $65,000 to $72,500. This role is also eligible for a discretionary annual bonus, as well as access to our comprehensive medical, dental, and vision insurance, life and disability insurance, 401(k) plan (with matching contributions), wellness benefits and all other benefits afforded to full-time Tishman Speyer employees. This base range reflects a number of factors including, but not limited to, relevant experience, skill sets, and/or licensure required of an individual in this particular role. The base range is also specific to members of Tishman Speyer's New York team, as we've considered factors specific to this geography.