Administrative Specialist for Real Estate Development Company

General Summary:

Provides administrative support to one or more managers and their respective teams, where appropriate. This is a highend company seeking a polished Administrative Assistant

Summary of Key Duties and Responsibilities:

• Routinely performs diverse administrative duties
• Greets and routes incoming telephone calls and correspondence
• Provides client services at reception: greeting, screening and directing visitors
• Coordinates daily, weekly, monthly meetings, conference calls and special events; in addition to collecting and preparing meeting information, data, etc.
• Manages the contact database using Microsoft Excel, including data entry, conducting searches, manipulating data, and facilitating use of database for marketing purposes
• Calendar management; schedules and coordinates internal/external meetings and appointments. Proactively ensures executive(s) are prepared with necessary materials for meetings and events
• Assists manager(s) with software-related functionalities and issues that arise in creating documents and spreadsheets, printing documents, formatting documents, scanning documents, etc.
• Arranges for IT support and service of office equipment, such as desktops, laptops, monitors, printers, copiers/scanners and telephones, as requested
• Arranges complex and detailed travel plans and itineraries
• Coordinates the timely communication of requests, issues, and other action items for the executive
• Drafts and edits documents of various nature required by manager(s). Performs with excellent attention to detail and follow ups as appropriate
• Creates, organizes and administers electronic and paper filing systems; archives files, retrieve documents and reference materials as needed
• Compiles presentation documents for internal and external business meetings
• Prepares manager's(s') expense reports
• Assists with creating, modifying, organizing, facilitating high accuracy multi-media presentations including hard-copy and e-copy proposals, spreadsheets, books, boards, slides, and graphics
• Organizes programs, events, meetings and conferences by arranging facilities and caterers, issuing information or invitations, coordinating speakers and controlling event budget
• Professionally communicates effectively with executives, and administrative and line management to gather, record or convey relevant information
• Conducts research, collects data to prepare reports and documents compile information relevant to manager’s(s’) assignments
• Manages and renews all office periodical subscriptions
• Prepares vendor contracts and contract approval forms
• Processes all account payables for the office and ensures payments are made. Acts as a liaison with other departments
• May be responsible for PMWeb cost management system entries, updates and reconciliations
• Orders office food and beverages and office supplies when necessary
• May coordinate with Building Management or directly with vendors for all office repair and maintenance services (i.e., painting services, air conditioning services, carpet cleaning services, plant services and other office physical requirements)
• May assist manager(s) with RGDC asset management functions, including preparing various status reports, occupancy reports and graphics, if applicable
• May assist manager(s) with personal tasks
• Serves as back-up to other administrative assistants as needed
• Retrieves, analyzes and distributes office mail to appropriate offices
• Handles incoming and outgoing FedEx and UPS deliveries
• Performs other duties as assigned

Education Requirements:

Associate degree (AS, AA) or two-year technical certificate

Bachelor’s degree preferred

Experience / Knowledge / Skills Requirements:

• 3+ years of administrative experience, supporting multiple managers
• Experience in commercial real estate is desirable. Experience in specific areas within commercial real estate (for example, development, design and construction processes and/or property management) are desirable depending upon which manager(s) the Administrative Assistant supports
• Expertise and high accuracy in Microsoft Office, including Word, PowerPoint, Excel and Outlook
• Strong administrative and organizational skills with the ability to multi-task
• Proven ability to work on routine tasks independently and prioritize responsibilities based on manager's(s') schedule and business needs
• Strong interpersonal skills required to handle sensitive and confidential situations with demonstrated poise, tact and diplomacy
• Exceptional verbal and written communication skills; must be able to interact and communicate with individuals at all levels of the Company
• Must be a team player, able to adapt to changing priorities and assignments, and detail oriented

Licenses / Certifications Requirements:

Notary Public helpful but not required

General Summary:

Provides administrative support to one or more managers and their respective teams, where appropriate.

Summary of Key Duties and Responsibilities:

• Routinely performs diverse administrative duties
• Greets and routes incoming telephone calls and correspondence
• Provides client services at reception: greeting, screening and directing visitors
• Coordinates daily, weekly, monthly meetings, conference calls and special events; in addition to collecting and preparing meeting information, data, etc.
• Manages the contact database using Microsoft Excel, including data entry, conducting searches, manipulating data, and facilitating use of database for marketing purposes
• Calendar management; schedules and coordinates internal/external meetings and appointments. Proactively ensures executive(s) are prepared with necessary materials for meetings and events
• Assists manager(s) with software-related functionalities and issues that arise in creating documents and spreadsheets, printing documents, formatting documents, scanning documents, etc.
• Arranges for IT support and service of office equipment, such as desktops, laptops, monitors, printers, copiers/scanners and telephones, as requested
• Arranges complex and detailed travel plans and itineraries
• Coordinates the timely communication of requests, issues, and other action items for the executive
• Drafts and edits documents of various nature required by manager(s). Performs with excellent attention to detail and follow ups as appropriate
• Creates, organizes and administers electronic and paper filing systems; archives files, retrieve documents and reference materials as needed
• Compiles presentation documents for internal and external business meetings
• Prepares manager's(s') expense reports
• Assists with creating, modifying, organizing, facilitating high accuracy multi-media presentations including hard-copy and e-copy proposals, spreadsheets, books, boards, slides, and graphics
• Organizes programs, events, meetings and conferences by arranging facilities and caterers, issuing information or invitations, coordinating speakers and controlling event budget
• Professionally communicates effectively with executives, and administrative and line management to gather, record or convey relevant information
• Conducts research, collects data to prepare reports and documents compile information relevant to manager’s(s’) assignments
• Manages and renews all office periodical subscriptions
• Prepares vendor contracts and contract approval forms
• Processes all account payables for the office and ensures payments are made. Acts as a liaison with other departments
• May be responsible for PMWeb cost management system entries, updates and reconciliations
• Orders office food and beverages and office supplies when necessary
• May coordinate with Building Management or directly with vendors for all office repair and maintenance services (i.e., painting services, air conditioning services, carpet cleaning services, plant services and other office physical requirements)
• May assist manager(s) with RGDC asset management functions, including preparing various status reports, occupancy reports and graphics, if applicable
• May assist manager(s) with personal tasks
• Serves as back-up to other administrative assistants as needed
• Retrieves, analyzes and distributes office mail to appropriate offices
• Handles incoming and outgoing FedEx and UPS deliveries
• Performs other duties as assigned

Education Requirements:

Associate degree (AS, AA) or two-year technical certificate

Bachelor’s degree preferred

Experience / Knowledge / Skills Requirements:

• 3+ years of administrative experience, supporting multiple managers
• Experience in commercial real estate is desirable. Experience in specific areas within commercial real estate (for example, development, design and construction processes and/or property management) are desirable depending upon which manager(s) the Administrative Assistant supports
• Expertise and high accuracy in Microsoft Office, including Word, PowerPoint, Excel and Outlook
• Strong administrative and organizational skills with the ability to multi-task
• Proven ability to work on routine tasks independently and prioritize responsibilities based on manager's(s') schedule and business needs
• Strong interpersonal skills required to handle sensitive and confidential situations with demonstrated poise, tact and diplomacy
• Exceptional verbal and written communication skills; must be able to interact and communicate with individuals at all levels of the Company
• Must be a team player, able to adapt to changing priorities and assignments, and detail oriented

Licenses / Certifications Requirements:

Notary Public helpful but not required