Executive Administrative Assistant

Key Responsibilities (Essential Duties and Functions):

This list of duties and responsibilities is not all-inclusive and may expand to include other duties and responsibilities based on business need.

• Act as a liaison with other senior-level management, departments, and outside organizations.
• Interact positively and professionally with Clients, Vendors, Agency representatives, Property Managers, residents, and other corporate and organizational leadership.
• Gather data and prepare reports for weekly, monthly, and bi-monthly submissions to various agencies and executives.
• Ability to identify problems in processes, and willingness to propose plans for improving processes when needs are identified.
• Coordinate, plan and set up executive meetings, which may include ordering lunches, setting up equipment and chairs, and running appropriate technology.
• Actively engage and take initiative with executives and other leadership to determine needs, identify tasks, and set goals.
• Answer phone calls, respond to initial call as needed in a professional manner, log the call, and direct to the appropriate person.
• Prioritization of tasks based on who assigns the task, when the task is due, and the immediacy of the task deadline.
• Maintain electronic files in an organized manner consistent with the organization’s existing file structure.
• Edit and prepare formal agreements, presentations, and other documents.
• Reconcile expense reports and invoice allocations.
• Read, review and manage a large quantity of emails.
• Gather, sort, stamp and distribute mail; prepare packages for FedEx.
• Draft and edit memos and letters.
• Prepare itineraries and handle all travel arrangements including flights, hotels, and transportation. 
• Manage and organize logistics for internal and external functions, including conferences, trainings, receptions, application workshops, etc. 
• Work quickly, efficiently, and accurately to complete all tasks.
• Other special projects may be assigned. 

Education/Experience:

• Bachelor’s or Associate’s degree preferred; HS Diploma or GED plus continuing education in a related field required
• Proficient in Word, Excel, Outlook, PowerPoint, and Visio with knowledge of Publisher and Adobe products, specifically Adobe Pro DC and Illustrator. 
• Advanced ability in Microsoft Suite and Adobe preferred.
• Yardi, Concur, SmartSheet, hCue, and virtual meeting platform experience preferred and/or the ability to learn the systems quickly with basic training.
• Familiarity with Affordable Housing Programs preferred and/or the ability to become familiar with programs such as Public Housing, HUD Programs, LIHTC through internal training and independent study.
• Must have excellent oral and written communication skills.
• Ability to prioritize, coordinate, and maintain follow-up on a number of projects simultaneously.
• Ability to work independently, exercise good judgement and be resourceful.
• Strong organization skills.
• Constant drive to improve own work quality, and to improve the work of the company overall.
• Ability to deal with disagreements and occasional disappointments in a professional and cordial manner.
• Customer service experience in a hospitality or customer facing industry.
• Must handle highly confidential information in a strictly professional manner.

Work Environment/Physical Demands:

• This job operates in a clerical office setting. This role routinely utilizes standard office equipment such as computers, phone, photocopiers/printers, and filing cabinets.
• This position requires sitting, bending, stooping, or standing as necessary. Our offices are equipped with electronic desks for standing or sitting.

McCormack Baron is an Equal Opportunity-Affirmative Action Employer, committed to diversity, inclusion, equity and belonging.