Administrative Assistant

Administrative Assistant

Our client, a large commercial real estate and property management firm, seeks an Administrative Assistant to support the team at their upper Northwest site. This client owns and manages very luxurious properties! The location is in DC but borders on Takoma Park, MD, and is close to Takoma Station Metro station on the Red Line.

RESPONSIBILITIES:

• Serve as the administrative support to assigned team members by coordinating, facilitating, and communicating their individual, group, and company-wide activities.
• Manage daily executive calendar while prioritizing inquiries and trouble-shooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
• Provide administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on behalf of management team.
• Coordinate travel arrangements such as air, hotel and transportation while maintaining all receipts for expense reports.
• Prepare and process expense reports, invoicing, spreadsheets.
• Organize meetings, including scheduling, coordinating conference space, and organizing catering when necessary.
• Answer phones in a polite and professional manner, forward accurate and detailed messages, facilitate conference calls and, as appropriate, disseminate general information to callers.
• Ordering, restocking and maintaining office supplies
• Assist in preparing presentations.
• Establish and maintain appropriate filing systems, both manual and electronic; handle confidential files and reports with discretion.
• Create, update, and maintain departmental databases when appropriate.
• Complete special projects to support assigned area.
• Prepare both internal and external mail, including special handling packages via courier, FedEx, and USPS.
• Distribute daily mail to team members.

SKILLS:

• Compose various correspondence, documents and reports using proper format, punctuation, grammar, diction, and style.
• Demonstrate strong initiative and self-motivation.
• Ability to manage, organize and prioritize multiple tasks while meeting deadlines.
• Demonstrate sound judgment and make independent decisions in routine situations.
• Interact with employees, visitors and vendors with poise and diplomacy.
• Interpret instructions in written, oral, and diagrammatic or schedule form.
• Advanced proficiency in Microsoft Office software, specifically Word, Excel, and PowerPoint.
• Ability to perform business related mathematical calculations.
• Strong verbal and written communication skills.
• Demonstrate strong attention to detail and proofreading abilities.
• Ability to work independently and in a team environment.
• Maintain strict confidentiality.