Senior Administrative Assistant

Description

We are seeking a highly organized and proactive Senior Administrative Assistant to provide support to assist individual brokers and leadership. The ideal candidate is detail-oriented, resourceful, and capable of managing multiple priorities with professionalism and discretion and efficiency. This individual will serve as a trusted partner to leadership – helping streamline communications and handle administrative priorities that enable executives to operate at the highest level.

This position is based in Phoenix Arizona, with an expectation of working in-office four days per week.

Responsibilities

• Prepares comprehensive and complex proposals, reports, correspondence, charts, tables, graphics and other documents using various software packages. 
• Researches and creates complex data and information for inclusion in reports, information packages and/or presentation materials.
• Prepare and process deal-related invoices and coordinate deal closings using internal Newmark systems.
• Submit vendor invoices through Coupa and track cost-recovery issues with Newmark Corporate.
• Maintain and update various internal databases.
• Production and distribution of monthly reports for internal and external clients, based on area of business.
• Maintains calendar of appointments for assigned staff or department. 
• May directly assist in budget preparation and control activities. 
• May serves as the administrative liaison with internal and external clients on administrative matters relating to purchasing, facilities, operations, etc.
• Interfaces with company personnel and outside parties to coordinate meetings, conference calls and appointments. 
• When necessary, direct callers to appropriate staff or voice mail.
• Develop and maintain departmental filing & tracking systems. Includes establishing files for all written/email correspondence, project work, and reports. 
• Ensure assigned office equipment is adequately maintained and secure. Contact and coordinate with vendors to service or repair equipment. May review vendor contracts with regard to service and research new vendor offerings.
• Provides additional support through copying, scanning and mailing as requested by assigned staff.
• Monitor and order general office supplies as needed. Processes invoices for supply orders.
• Handle other duties as specifically designated by department.
• Maintain good working relationships with clients and employees, providing assistance or directing them to the appropriate department to resolve questions or issues.
• May perform other duties as assigned.

 

Qualifications

• 3–5 years of administrative experience
• Knowledge of commercial real estate industry a plus.
• Strong proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), InDesign a plus but not required.
• Exceptional organizational skills with the ability to manage multiple priorities in a fast-paced environment.
• Excellent written and verbal communication skills.
• Strong proofreading and editing skills.
• Ability to maintain discretion regarding personnel and industry-related matters.
• Strong attention to detail and proactive problem-solving skills.
• Excellent interpersonal skills.
• Professional demeanor and the ability to interact effectively with clients and senior leadership.