Executive Administrative Assistant

TITLE: Executive Administrative Assistant

REPORTS TO: Principal and VP Operations and Development

MAJOR AREAS OF RESPONSIBILITY

• Executive Administration o Perform complete range of duties for Principal, including serving as liaison with

Executive Team; arranging meetings and materials for meetings with staff, as well as third parties; composing, proof reading and transmitting correspondence o Take minutes at all staff meetings, create agendas for staff meetings, circulate agendas and minutes to all staff members before and after meetings o Assist Principal with ensuring timely and thorough follow-up on all action items generated at staff meetings, including creation and maintenance of company-wide action calendar o Assist Principal with preparation and delivery of all compliance items required by third- party lenders o Bring all items of pertinence, including items related to staffing, finance, internet presence, systems integrity and the like to the attention of the Principal o Assist Executive Team with acquisition of goods, computers, furnishings, and office supplies as necessary

• Systems

o Assist VP of Operations and Development to ensure maintenance of company systems, including phone, filing, security and branding systemso Maintain electronic filing system for all entities; ensure files are complete and are properly labeled and organizedo Assist VP of Operations and Development and coordinate with outside vendor to manage electronic mail systemo Assist VP of Operations and Development with maintenance and management of all security systems and ensure good working order of all doors, monitors and codes Corporate Governance o Prepare and file all annual reports necessary for government compliance for all entities

o Work with VP of Operations and Development, General Counsel and outside counsel to ensure all corporate documentation, including operating agreements, minute books, by- laws are up to date and complete o Establish and maintain corporate action calendar of report filings and other required corporate governance filings o Work with Controller to ensure that all corporate, liquor, business and other fees and taxes are paid timely and all necessary licenses are kept up to date

• Construction and Development

o With VP of Operation and Development, and after training, manage new construction bid and change order processes for all tenant buildouts, including assistance with creation and maintenance of AIA documentation, payment procedures, lien waiver review and collection, administrative documentation as relates to sale of properties

o Ensure Executive Team sign off on all third-party contracts prior to execution; monitor deadlines; facilitate communications regarding development and construction work as directed by VP of Operations and Development and Principal o Coordinate with Controller and VP of Operations and Development on all payouts

• Property management o Assist Vice President of Property Management with tasks as required, including assistance with App Folio leasing system, assistance with maintenance tasks in all properties and assistance with staffing issues o Assist with maintenance of all AppFolio files as requested by VP of Property

Management o Assist with monthly Residential Rental Renewal Delta Report as requested by VP ofProperty Management Technology and Social Media *

o Coordinate with outside vendor and with VP of Operations and Development to maintain corporate technology assets, including URLs, websites, online business listingso Work with VPs and General Counsel to ensure all websites kept up to date and contain appropriate materialo Assist VP of Development and Operations and VP of Property Management to maintain and update Google Business Listings, maintain Communications and Advertising spreadsheet o Work with Principal to analyze, update company cell phone equipment, usage and policies

• Human Resources

o Health Insurance – Obtain and distribute annual information on health insurance, gather necessary information and assist with enrollment of all employees obtaining health insurance; work with Controller as necessary to coordinate health insurance and ensure timely payment of premiums o Work with VP of Property Management and General Counsel to update, maintain and circulate employee guides o Assist VP of Development and Operations and VP of Property Management to organize company-wide social and team building events, including annual holiday party and annual summer outing

• Proficiencies and Skill Sets

o Must be excellent in Word, including ability to create, save and edit documents, including lengthy contractso Proficiency in Excelo Proficiency with SharePointo Must be thoroughly organized and capable of assisting others with organizational taskso Must carry oneself professionallyo Timeliness with task completion essential SPECIFIC TASKS* o Staff corporate office and phone lines Monday-Friday, 8:30-5:00pm o Cover ES2 receptionist desk daily during receptionist lunch break and at other times as needed
o Communicate as necessary with outside vendors, governmental officials and employees to achieve company goals Team Responsibilitieso Coordinate with Executive Team as necessary to achieve company goals; assist in all areas of operations as necessary o Bring a professional and helpful attitude to all situations

Job Type: Full-time

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

COVID-19 considerations:
Masks provided for all employees. Increased cleaning frequency and enhanced sanitation efforts. Vaccination is required and will consider accommodations for disability and religious based reason.

Ability to commute/relocate:

• Hammond, IN 46323: Reliably commute or planning to relocate before starting work (Preferred)

Education:

• High school or equivalent (Preferred)

Experience:

• Microsoft Word: 7 years (Preferred)
• Microsoft Excel: 7 years (Preferred)

Work Location: One location