Job Title: Executive Assistant
Department: Commercial Property Management
Supervisor: Senior Vice President of Commercial Real Estate
Status: At will, Full Time, Exempt (Administrative)
WC Code: 8810 - Clerical/Office
EEO Class: 5 - Admin Support Workers
Pay Grade: 4 Pay Range: 65,000 – 73,500.
Hours: Monday – Friday, 8:00 a.m. – 6:00 p.m., with afterhours as needed
Websites: http://www.assemi-group-careers/
Compensation: Commensurate with experience. Exceptional benefits package, including health, dental, vision, retirement and daycare benefits.
Position Description:
This position is responsible to support efforts which protect, maintain, and enhance the value of commercial real estate assets. The incumbent will create/execute programs and processes which benefit our properties commercial tenants’ and the surrounding community. This is accomplished by supporting the direction of Commercial Real Estate Department via coordination of its operational activities, leasing, and marketing efforts, under appropriate supervision of the Senior VP for Commercial Real Estate.
Essential Functions/Accountabilities:
o Performs administrative support duties, including, but not limited to:
o arranging meetings and appointments including logistics and travel, for in-house meetings set up refreshments and clean-up
o participates in event planning as needed such as vendor and venue relationship and deliverables, including purchase orders and invoice audits
o provides administrative support in a variety of capacities, including telephone coverage, copier projects, mail handling, report generation, record keeping and file maintenance
o assists Vice President with personal errands, as needed
o maintains confidentiality regarding all corporate, personnel and personal matters
o Maintain accurate in-depth records of all aspects of the assigned properties, including all vacancies, small tenancy, major tenants, and lease expirations
o Interact professionally with prospects, tenants, and vendors
o Keep the company’s contact management system updated daily
o Perform tenant screening to ensure applicant qualifies within the leasing policy criteria established by the VP
o Assist in marketing and leasing of multi-family and commercial properties via software programs and the internet utilizing marketing materials approved by the VP
o Exhibits attention to detail
o Is committed to producing accurate and high-quality work;
o Build and foster collaborative relationships within the Commercial Real Estate Department and other departments within the organization
o Performs other duties as assigned
Competencies:
o High attention to detail, in avoidance of errors
o Great research skills with the ability to obtain hard to find information via online search
o Technical capacity, must be familiar with most recent technology, applications and software that could be of benefit to the job duties in this position
o Must have a “can do attitude” with a creative approach to problem solving communication proficiency, must conduct themselves in a highly professional manner due to high exposure to external contacts and Executive Management
o Ability to work independently with minimal instruction;
o Demonstrated ability to remain calm, focused, positive while changing direction and priorities frequently;
o Demonstrated organizational skills with the ability to prioritize
Supervisory Responsibility:
o None
Work Environment:
o This job operates within the professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.
Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job with or without reasonable accommodations.
o While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands and fingers to handle or feel; and reach with hands and arms. The employee is frequently required to sit; climb or balance; and stoop, kneel, crouch or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.
Position Type/Expected Hours of Work:
o This is a full time at will position, and work hours are typically Monday through Friday 8:00 a.m. to 6:00 p.m. Occasional evening and weekend work may be required as department needs demand.
Travel:
o Travel is primarily local during the business day.
Work Authorization:
o Must be eligible to work in the United States
Minimum Requirements
o Schedule flexibility required, which includes some nights and weekends
o Minimum three years’ experience in commercial real estate administrative role or executive assistant supporting a senior level executive
o Advanced proficiency in Microsoft Office, with an emphasis in Microsoft Outlook and Excel
o High school graduate or equivalent
This job description documents the general nature and level of work but is not intended to be a comprehensive list of all activities, duties and responsibilities. Job incumbents may be asked to perform other duties as required.