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Administrative Assistant

3 months ago

Lake Buena Vista, United States Tishman Full time

Tishman is a vertically integrated real estate owner, developer, operator, and advisor. Established in 1898, Tishman has a diverse team of experts in real estate, finance, and hotel management, along with technical professionals in architecture, engineering, and construction management.


Over the past 30 years, Tishman has owned and developed 10 million sq. ft. of real estate and structured nearly $8 billion in debt and equity for its projects. Additionally, Tishman has developed, managed, and advised on more than 35 million sq. ft. of various real estate types, including hospitality, retail, residential, and office.


Role Description

We are seeking a full-time on-site Administrative Assistant at Tishman. This position is based in Tishman's Orlando office located within the iconic, Walt Disney World Swan and Dolphin Resort. This role involves providing administrative support to the hotel asset management team, including managing calendars, scheduling meetings, coordinating travel, assisting in the preparation of reports and presentations, facilitating team communication, and general office support.


Responsibilities Include:

  • General administrative support, including creating, organizing, and editing spreadsheets, legal documents, files, and presentations.
  • Coordination of meetings, including ordering meals, preparing meeting rooms, and sending invitations.
  • Managing expense reporting and invoicing processes, including submissions, review, and monthly processing.
  • Arranging travel, hotel reservations, and logistics.
  • Supporting various projects, participation in meetings, documenting and tracking of meeting action items, project progress and deadlines.
  • Facilitate visits from vendors, customers, and key executives.
  • Act as the office contact for IT and equipment issues.
  • Assist Human Resources with recruiting and onboarding of new employees.
  • Open and distribute office mail, answer phones, and take messages.
  • Order office supplies and equipment.


Opportunities to be involved with:

  • Daily preparation of hotel reports.
  • Weekly preparation of Pace reports and forecasts.
  • Monthly preparation and review of financial and sales reports, Hotel P&L, Tishman Asset Management Report, Partnership Distribution and Reporting, and collateral account funding and transfers.
  • Attend monthly Operations and Partnership meetings; prepare minutes
  • Regular inspections of the Hotel and report findings.
  • Monthly revenue and cash-flow forecasting.
  • Assist with annual preparation of Partnership PIP, THR Budget, and Operator Budget.
  • Conduct internet shops of competitive hotels and report findings.
  • Asset management-related research and analyses.


Minimum Qualifications:

  • 2+ years of experience as an Executive or Administrative Assistant with familiarity of office management and technologies.
  • Proven experience supporting executives with exceptional organizational, administrative, and interpersonal skills, keen attention to detail, with a focus on accuracy, quality, timeliness, and a sense of urgency in execution and follow-up.
  • Proficient in MS Word, PowerPoint, Excel, and Outlook, and adaptable to new technology.
  • Self-motivated, proactive team player with strong initiative.
  • Enthusiastic about working collaboratively and proactively.
  • Excellent verbal and written communication skills (via phone, email, Microsoft Teams, and in-person).
  • Experience in the real estate or hospitality industry is a plus.