Executive Administrative Assistant

Job Description

Job Description

Description:

ESSENTIAL DUTIES: 

• Creates Construction contracts and associated pay applications, lien waivers, change orders and related documents.  
• Uploads and creates Contracts in Accounting System  
• Assists and responds to vendor Accounts Payable inquiries.  
• Reviews and uploads Construction invoices, pay applications and other documentation to Entrata and link invoices and documents to appropriate Entrata contracts.  
• Ensures the accuracy of all documents whether they are internally or externally generated.  
• Assists with Contract tracking, signing and filing for site level contracts while also adhering to the contract signing policy. 
• Organizes, creates and finalizes contracts for Executive Leadership. 
• Performs general clerical duties including making photocopies, and sending, sorting, or distributing faxes, emails, and letters, etc. 
• Manages the reception area; greet guests and escort them to appropriate meeting spaces. 
• Ensures overall Corporate office space is well-cleaned; responsible for ensuring regular clean-up or clean-out of common-use areas.  
• Inspects and upholds the cleanliness standard with all departments that the Corporate office space remains clutter-free for all visitors or office tours at any time.   
• Politely and professionally answers telephone calls, emails, and other inquiries from team members, residents, vendors, etc. and directs them to relevant staff.   
• Maintains accurate, complete and organized office files; implement efficient system management to access files and records on shared drive. 
• Reserves and prepares meeting spaces for internal or external meetings or luncheons. 
• Responds to and resolves corporate office inquiries and questions. 
• Responsible for adhering to set budgeting parameters for purchased supplies. 
• Responsible for the Corporate and Site Level Amazon Accounts. Maintains users, payment methods, purchase restrictions and other safeguards within the Amazon Business Platform in a timely manner so as to not interrupt property operations.  
• Responsible for Managing users and budgets in Bill (DIVVY) within the Amazon Budget. 
• Periodically maintains calendars and schedules travel, meetings, etc., for Executive Leadership. 
• Periodically completes varying projects using different Microsoft Office tools.  
• Provides support and assistance in the execution of special projects and assignments. 
• Promptly identifies and resolves any safety hazards, unkempt workspaces, etc. within the assigned department in an effort to ensure a safe and productive work environment. 
• Supports Executive Leadership or Office Manager in presentation preparation, document reviews and data analysis when needed. 
• Handles outside mailing duties. Checks postal mailbox on a daily basis.  
• Other duties as assigned. 

EDUCATION & EXPERIENCE:   

• High School Diploma or Equivalent required; an Associate’s degree in office administration or related field preferred. 
• Three (3) years of experience in an administrative or clerical role required.   
• Two (2) or more years of work experience in a customer service role preferred. 

LICENSES & CERTIFICATIONS:   

• N/A 

KNOWLEDGE & SKILLS:   

• Ability to type at least 60 words per minute. 
• Excellent written and verbal communications skills. 
• Excellent interpersonal and customer service skills. 
• Excellent organizational and time management skills; strong attention to detail. 
• Strong data entry skills. 
• Ability to maintain confidential and meticulous records. 
• Strong analytical, problem-solving, critical thinking, planning, and execution skills. 
• Ability to work independently and in a team environment. 
• Proficient with Microsoft Office Suite or related software; possesses strong general computer skills. 
• Proficient with or the ability to quickly learn accounting software/systems. 
• Bilingual ability in English and Spanish preferred, but not required 

OTHER REQUIREMENTS: Valid driver’s license required