Executive Assistant to EVP + COO and MSVP - Asset Mgmt + CBO

POSITION SUMMARY:

Provide advanced executive and administrative support services for the Chief Operating Officer and SVP-Asset Management Chief Business Officer.  Responsible for handling/disseminating confidential company information.

ESSENTIAL FUNCTIONS:

• EVP COO Support

  • Perform general administrative duties for the EVP COO including such activities as (but not limited to): ordering supplies, scheduling meetings, maintaining calendars, arranging travel, expense reports, document management, maintaining files, distributing mail, scheduling, and coordinating department and group meetings, technological support, arranging food and beverage service for meetings/events, etc.

  • Screen and direct all incoming communications for manager.

  • Respond to questions or correspondence by obtaining and furnishing information.

  • Route or answer routine correspondence not requiring manager’s attention.

  • Provide appropriate information when necessary, during periods of manager’s unavailability.

  • May attend meetings with supervisor; takes notes on significant parts of discussion, issues, and relevant planned future events.

  • Arrange and prepare agenda for conferences, meetings, event functions, etc.

  • Coordinate activities between departments and outside parties.

• Asset Management Team Support

• • Perform general administrative duties for Managing SVP-Asset Management & Chief Business Officer.

• Board of Trustees
  • Prepare quarterly Board materials and presentations for COO and Managing SVP-Asset Management & Chief Business Officer.
  • Interact with company personnel at all organizational levels to gather information and/or provide information.
  • Support Sr. Executive Assistant to CEO & Sr. Manager-Corporate Administrative Services with Board of Trustee requests, research, and materials preparation as requested.

• General Administration / Workflow Management.
  • Support corporate office administration as needed including serving as back-up for front desk receptionist.
  • Provide administrative support for departmental and/or cross-functional committees as assigned.
  • Learn functions of Sr. Executive Assistant to CEO position to provide support when needed.

• Budget and Cost Management.
  • Process and track invoices/ requisitions for review and approval.
  • Coordinate invoice payment processing including check requests, vendor tracking, and vendor registration via Voyager.
  • Resolve issues with project managers or vendors.
  • Prepare and submit wire transfers, travel expenditure statements, arrange all travel and expense reports for managers and other senior leaders as requested.
  • Procurement of vendor W9s & Certificates of Insurance.
  • Ensure the processing, tracking, review, and finalization of invoices/requisitions prior to executive approval; administrate Pay (Account Payable process for assigned departments).
  • Manage the budgets for the cost centers for the COO and Managing SVP-Asset Management & Chief Business Officer.

SECONDARY RESPONSIBILITIES:

• Provide assistance to other department personnel as needed.
• Perform other job-related duties as assigned.

QUALIFICATIONS:

Education -

• High School Diploma or equivalent.
• Bachelor’s degree preferred.

Professional Experience - Minimum of 8 years of administrative experience with 3 years at the senior management level.

Computer Skills - 

• PC proficiency to include (but not limited to) Microsoft Office applications (Word, Excel, Outlook, etc.) and ability to learn company specific software such as Voyager and Concur.
• Ability to adapt to new or changing software programs.

Mobility - Must be able to move and walk the floor.

Other Requirements - 

• Ability to type 65 WPM accurately.
• Requires superior oral/written communication skills as well as superior interpersonal skills, and the ability to work well with all levels of management and staff, as well as external company contacts.
• Ability to perform analytical assignments.
• Detail-oriented with strong organizational skills.
• Exceptional time management and prioritization skills.
• Strong problem solving and follow up skills; must be proactive and take initiative.
• Demonstrate professionalism and ability to maintain highest level of confidentiality.