Job Description
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 requiredCompany Description
Express Employment professionals has been nominated Best In Staffing for 10 years! We are a full service staffing agency and have jobs in multiple industries. If you are looking for temporary work, part time or a full time carrer we are your Best Choice!