Administrative Assistant

Job Description

Job Description

Overview :Provides administrative support to CEO, Vice President, Property Management, and the CFO

Responsibilities:

CEO Responsibilities:

·Assists with coordination of CEO travel arrangements

·Assists with Theatre schedules and renewals, updates

·Makes appointments for CEO

·Maintains filing system for CEO as needed

·Updates CEO's calendar & phone book as needed

CFO Responsibilities:

·Maintains filing system for CFO including financial statements, monthly investment statements, philanthropic files/records

·Archiving accounting records annually

·General support including HR functions/benefit

·Assist accounting dept with property management input, Sage cash receipts, delinquency report, tenant move in/out, miscellaneous charges

Foundation Responsibilities

·TBD

Property Management:

·Prepare work orders, contracts, blue slips as needed

·Maintain project files including Budgets, Contracts, Chron files, and Marketing Agreement folders

·Assist in preparation of Budgets and CAM Reconciliations.

·Prepare correspondence to tenants as needed including partial payment letters, lease renewals, rent increases, late payment letters.

·Assists with tenant calls including HVAC problems, transient issues, etc.

·Assists with review of tenant and vendor insurance certificates and filing; follows up with tenants/vendors regarding expired

·Maintain filing system

Human Resources:

·Assists in posting job ads, receiving and reviewing resumes, setting up interviews

·Updates voice mail, telephones, office lists, inboxes, file folders, etc. when there is a new employee. Also responsible for training new employee on phone procedures and basic office functions.

Front Desk Coordination

·Answers incoming calls (very few per week)

·Greets visitors and escorts to conference room (if applicable)

·Accepts incoming deliveries

Office Organization/Decorum:

·Handles coordination of special events, holiday planning and other projects as requested;

·Coordinates office organization and housekeeping functions with office staff

·Ensures operation of office equipment by completing preventative maintenance, troubleshooting malfunctions and/or calling for repairs

Typing:

·Correspondence for CEO and Vice President

·Contracts, proposals, reports

·Other assignments as requested by CEO or VP

Filing:

·Property Management, archives, contracts etc.

·CEO filing as requested

Update Lists & Schedules:

·MDI Speed Dial- as needed

·Employee list- as needed

·Office Calendars- Monthly

·Holiday Lists- Annually Update calendar

Mail:

·Open and distribute mail

·Prepare outgoing mail (type envelope or label, apply correct postage)

·Prepare and coordinate outgoing mail for special delivery or certified mail