Administrative Assistant

SUMMARY: The primary responsibilities of this position are:

• Support the Vice Presidents of Operations

• Organizing and managing tasks for the portfolio.

• Proficient in handling confidential matters

• Weekly, monthly and quarterly reporting both inside and outside the company.

• Display diplomacy and professionalism in dealing with internal and external customers.

• Demonstrate ability to prioritize workload, meet deadlines and follow up on assignments with a minimum amount of direction.

EDUCATION and/or EXPERIENCE:

• High School Diploma or equivalent

• 3-5+ years administrative experience for upper-level management in a fast-paced environment.

• Strong written and verbal communication skills are necessary.

• Communicate professionally with all levels of the organization.

• Working with various reports and spreadsheets will necessitate strong mathematical and reasoning skills.

• Superior skills using Microsoft Office; Outlook is required.

• Skills using Yardi are desired.

• Ability to move 20 pounds.

• Ability to communicate in English clearly with others both orally and in writing.

• Work environment is an indoor office environment with 75% sitting, 10% standing and 15% walking.

• Valid driver license, ability to drive, insurance.

Job Requirements:

ESSENTIAL DUTIES AND RESPONSIBILITIES: are listed below and will always include those specifically assigned by the immediate supervisor. The policy and procedure manual provides an in-depth guide to the responsibilities of this position.

•                    Make appointments, reservations and keep calendar for the Vice Presidents of Operations. 

•                    Answer and direct phone calls 

•                    Plan meetings and take detailed minutes 

•                    Write and distribute email, correspondence memos, letters, faxes and forms 

•                    Assist in the preparation of regularly scheduled reports 

•                    Develop and maintain a filing system 

•                    Update and maintain office policies and procedures 

•                    Order office supplies and research new deals and suppliers 

•                    Maintain contact lists 

•                    Make travel arrangements including airfare, hotel and car rental. 

•                    Submit and reconcile expense reports 

•                    Provide general support to visitors 

•                    Act as the point of contact for internal and external clients 

•                    Liaise with executive and senior administrative assistants to handle requests and queries from senior managers 

•                    Respond to requests in a timely and professional manner. 

•                    Other duties as assigned