Administrative Assistant

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

Responsibilities:

CEO Responsibilities:

• Assists with coordination of CEO travel arrangements
• Handles Theatre schedules and renewals, exchanges, purchases
• Makes appointments for CEO
• Maintains filing system for CEO
• Updates CEO's calendar & phone book

CFO Responsibilities:

• Maintains filing system for CFO including financial statements, monthly investment statements, philanthropic files/records
• Archiving accounting records annually
• Assist with annual budgets
• Assist with annual CAM reconciliations
• General support including HR functions/benefits
• Assist with annual business insurance renewal
• Assist accounting dept with property management input

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