Executive Administrative Assistant

Job Title

Act as a liaison with other senior-level management, departments, and outside organizations. Interact positively and professionally with Clients, Vendors, Agency representatives, Property Managers, residents, and other corporate and organizational leadership. Gather data and prepare reports for weekly, monthly, and bi-monthly submissions to various agencies and executives. Ability to identify problems in processes, and willingness to propose plans for improving processes when needs are identified. Coordinate, plan and set up executive meetings, which may include ordering lunches, setting up equipment and chairs, and running appropriate technology. Actively engage and take initiative with executives and other leadership to determine needs, identify tasks, and set goals. Answer phone calls, respond to initial call as needed in a professional manner, log the call, and direct to the appropriate person. Prioritization of tasks based on who assigns the task, when the task is due, and the immediacy of the task deadline. Maintain electronic files in an organized manner consistent with the organization's existing file structure. Edit and prepare formal agreements, presentations, and other documents. Reconcile expense reports and invoice allocations. Read, review and manage a large quantity of emails. Gather, sort, stamp and distribute mail; prepare packages for FedEx. Draft and edit memos and letters. Prepare itineraries and handle all travel arrangements including flights, hotels, and transportation. Manage and organize logistics for internal and external functions, including conferences, trainings, receptions, application workshops, etc. Work quickly, efficiently, and accurately to complete all tasks. Other special projects may be assigned. Education/Experience: Bachelor's or Associate's degree preferred; HS Diploma or GED plus continuing education in a related field required Proficient in Word, Excel, Outlook, PowerPoint, and Visio with knowledge of Publisher and Adobe products, specifically Adobe Pro DC and Illustrator. Advanced ability in Microsoft Suite and Adobe preferred. Yardi, Concur, SmartSheet, hCue, and virtual meeting platform experience preferred and/or the ability to learn the systems quickly with basic training. Familiarity with Affordable Housing Programs preferred and/or the ability to become familiar with programs such as Public Housing, HUD Programs, LIHTC through internal training and independent study. Must have excellent oral and written communication skills. Ability to prioritize, coordinate, and maintain follow-up on a number of projects simultaneously. Ability to work independently, exercise good judgement and be resourceful. Strong organization skills. Constant drive to improve own work quality, and to improve the work of the company overall. Ability to deal with disagreements and occasional disappointments in a professional and cordial manner. Customer service experience in a hospitality or customer facing industry. Must handle highly confidential information in a strictly professional manner. This job operates in a clerical office setting. This role routinely utilizes standard office equipment such as computers, phone, photocopiers/printers, and filing cabinets. This position requires sitting, bending, stooping, or standing as necessary. Our offices are equipped with electronic desks for standing or sitting. McCormack Baron is an equal-opportunity employer and makes hiring decisions based on merit.