Executive Administrative Assistant

Job Description

Job Description

Our client, a real estate invest firm is seeking an Executive Administrative Assistant to join their team.

• This is a perm position and full onsite. 
• The position is fully on-site with a work schedule of Monday – Friday, 9am – 6pm.
• • Flexibility with work schedule to include working overtime on a periodic basis.
• The pay rate range is $75,000 - $85,000 plus a 5% annual bonus.

Administrative

• Standard administrative support functions:
• • Compose, edit, and type letters, memorandums, and transmittals.
  • Compile, organize, and accurately finalize documents for signature or other distribution.
  • Maintain Department filing systems; create and maintain department files, paper and electronic and adhere to document retention and destruction procedures, as outlined in the Records Management Policy. 
  • Screen, handle, forward and place telephone calls. Compose accurate and detailed messages. 
  • Schedule appointments and maintain EVP’s calendar. 
  • Schedule conference rooms and arrange catering and all details for meetings; Update Angus with guests/visitors for all meetings.
  • Arrange travel including air, hotel, car rental and meeting attendance, as required.
  • Organize and submit expense reports; input and approve eTime for self/team as requested.       
  • Manage invoices, billing, expenses, credit card statements and employee reimbursements. 
  • Sort, open, deliver or process incoming and outgoing mail, packages and internal correspondence.
  • Arrange for courier or overnight services. 
  • Operate office equipment such copiers/scanners, fax machines, all conference room audio visual presentation equipment and telephones with voice mail capabilities.
  • Submit requests/order supplies as needed.
• Track donations, corporate dues, and industry events.
• Coordinate invitation distribution for business seminars, dinners, and conferences.
• Prepare the quarterly NY Region Board Package materials for EVP’s review.
• Prioritize and follow up on matters and determine appropriate course of action in a timely manner.
• Continuously monitor EVP’s calendar. 
• Partner with all regional office departments, company personnel, and clients.

Region/Building Specific Functions:

• Provide relief to the Receptionist(s) as part of the administrative team.
• Special projects or assignments as requested by departmental staff.
• Perform other duties as assigned by the Office Manager.

Requirements and Qualifications:

• High school diploma or equivalent educational certificate required; a BA/BS Degree preferred.
• Minimum of 2-5 years of progressively responsible administrative support experience and special projects experience required.
• Proficiency with Microsoft Office Applications.
• Related business/industry experience desirable.
• Excellent organizational skills with ability to set priorities, manage multiple projects, and meet project deadlines.
• Demonstrated ability to determine needs and achieve results without close supervision.
• Demonstrated ability to take initiative and lead projects.
• Ability to effectively interface with all departments of the company and to represent the company in a highly professional manner with all colleagues and outside partners.
• Ability to work under pressure and within time constraints.
• Superior verbal and written communication skills.
• Excellent analytical skills.
• Excellent attention to detail.
• Ability to work independently and as part of a team.
• Exhibit and champion excellence in work and willingness to embrace change.