Executive + Administrative Assistant

Job Description

The Executive + Administrative Assistant will perform general administrative duties for the Mid-West multifamily region including the Director and Regional Property Managers. This individual will handle confidential materials, correspondence, memos, compile weekly and monthly property and client reports/ statements, submit replacement reserve requests to lenders as completed by the Regional Property Managers, and reconciling monthly credit card statements for the corporate staff and floating property managers. Periodic presentation creation may be necessary and the ideal applicant should be proficient in Microsoft Outlook, Word, Publisher and Excel, Yardi, and have exposure to photo file formats, maintain excellent grammar and editing skills, be a proficient user of the internet for research, and able to work independently or as part of a team. Duties outlined also include creating new client files and maintaining property, office and outlook contacts, arranging complex agendas, periodically assisting with travel arrangements, maintaining filing systems, assisting in meeting preparations, screening calls and communication from prospective clients and residents, and maintaining business development and office inventory of presentation materials and supplies.

This position may be called upon to gather detailed information needed to draft press releases or to prepare business development proposals and due diligence packages for prospective or new business clients, including overseeing proposal submission deadlines. The Executive + Administrative Assistant must be able to compile work in multiple formats from multiple parties into one document, including large and complex proposals and due diligence reports as well as month end / year-end financial reporting due to property ownership. Occasional overtime and after hours/weekend work is required, and is limited to the extent possible.

Qualifications

Essential Duties and Responsibilities for the Executive + Administrative Assistant include the following but are not limited to:

• Preparation of Due Diligence packages, RFP submissions, Special Event Planning, Holiday Gift Project, Donations, etc.
• Manages directors’ calendar and independently schedules appointments as needed/requested
• Coordinates RFP and special project submissions with business development department.
• Acts as a liaison for the property management department with insurance claims and policies.
• Screens incoming calls and correspondence and responds independently when possible.
• Will need to handle difficult customer situations while maintaining professionalism. Ideal candidate will have the ability to diffuse a situation while acting as a liaison for the customer and the property management team.
• Prepares memorandums outlining and explaining administrative procedures and policies to supervisory workers, and monitors compliance.
• Arranges programs, events, or conferences by arranging for facilities and caterer, issuing information or invitations, coordinating speakers, and controlling event budget.
• Directs preparation of records such as agenda, notices, minutes, and resolutions for corporate meetings.
• Acts as custodian of corporate documents and records.
• Directs preparation and filing of corporate legal documents with government agencies to conform to statutes.
• Takes and transcribes dictation, and composes and prepares confidential correspondence, reports, and other complex documents.
• Creates and maintains database and spreadsheet files.
• Arranges complex and detailed travel plans and itineraries, compiles documents for travel- related meetings, and accompanies supervisor when requested.
• Coordinates Due Diligence assignments and compiles reports to present to client.
• Conducts online or other research as requested.
• Performs other duties as assigned.

Additional Information

Position offers outstanding growth potential, paid sick leave, vacation & holidays, full benefits and 401K participation. Equal Opportunity Employer. Drug Free Workplace.