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Executive Assistant and Office Manager

4 months ago

Walnut Creek, United States Regency Centers Full time

About this Opportunity:

At Regency Centers, we believe our greatest asset is our people, and we believe a talented team from differing backgrounds and experiences makes us better. We are seeking an Executive Assistant/Office Manager to join our regional office located in Walnut Creek, California. The Executive Assistant/Office Manager will provide a variety of diversified and confidential administrative and support services to the Senior Vice President, Senior Market Officer and Senior Leasing Agent to ensure maximum efficiency of daily administrative operations and will also administer and communicate basic decisions on behalf of office leadership, when appropriate.

What You'll Be Doing:

* Serve as assistant for leasing by preparing all lease documents (e.g. drafting, formatting), new leases, renewals, assignments, modifications, proposals, and correspondence; interpret leases and related documents; collaborate with Legal department to ensure such documents are completed correctly.
* Oversee administration processes to ensure smooth daily operations, and provide administrative support such as word processing, filing, handling mail, copying, travel arrangements, scheduling appointments, ordering supplies and updating personal electronic devices according to business needs.
* Process contracts, vendor agreements and/or leases to ensure that they are properly assembled and distributed to appropriate parties, and handle accounting-related responsibilities such as expense reports, check requests, invoice processing, etc.
* Prepare presentations for high-level business meetings and plan scheduled events.
* Operate personal computer and utilize a variety of software packages to prepare correspondence, presentations for high-level business meetings, reports, spreadsheets, etc.
* Interact with high-level personnel and respond to inquiries from internal and external customers.
* Serve as a liaison to Human Resources to implement corporate communications, office-wide updates to the company, and employee on/off-boarding.
* Prepare annual office budgets; monitor variance budget reports to ensure expenses remain in budget.
* Work on special projects/assignments as designated during the year.

Are You Qualified?

Required:

* Associate's Degree or higher in Business Administration, Communications, Office Management or related field from an accredited university
* At least five (5) years of experience as an executive assistant/secretary to top management
* Intermediate to advanced level proficiency with Microsoft Office products including MS Word, Excel, Power Point and Outlook, and ability to quickly learn new systems

Preferred:

* Prior experience in the commercial real estate industry (i.e. retail, office, or industrial properties)
* Bachelor's Degree in Business Administration or related field
* Notary Public (or willing to obtain once hired)
* Prior experience with real estate contract and/or lease documentation, or Real Estate License
* Experience using Bluebeam software, DocuSign, and HotDocs

Personal Traits We Value:

* High level of professionalism and integrity; must be trustworthy and able to handle confidential and proprietary information appropriately
* Strong attention to detail and organization, with the ability to prioritize and manage time/tasks effectively
* Capable of precise verbal and written communication with all levels of internal and external customers, even when under time constraints
* Must have good customer and task focus coupled with interpersonal savvy
* Must have a high energy level with a positive, upbeat attitude and enjoy interacting with people
* Must be a proactive and capable problem-solver, working to anticipate the needs of others
* Able to work at times with minimal supervision in a fast-paced, dynamic, team environment

A Little Bit About Us:

We own and operate premier shopping centers in suburban neighborhoods in the top cities and markets across the country. We live by a strong set of values, which have guided us for more than 60 years.

Our centers thrive with highly productive grocers, restaurants, service providers, and terrific retailers that connect to their communities and customers. We are also active developers of new shopping centers that feature great merchandising, placemaking, and customer engagement as part of our Fresh Look program.

We are a vertically integrated real estate company and a qualified real estate investment trust (REIT) that is self-administered, self-managed, and an S&P 500 Index member. Learn more about us at RegencyCenters.com.

Benefits:

Our compensation and benefits package is very competitive and includes:

* 401(k) + Profit Sharing plan with generous company match
* 3 medical insurance plan options including 1 HSA with prescription drug coverage, telemedicine, Pharmacy Advisor, Medical Expert Option and Hinge Health (MSK)
* Dental insurance including coverage for adult & children orthodontics
* Vision insurance
* Family planning benefit with Frame Fertility
* Award winning incentive-based wellbeing program
* Health Care and Dependent Care FSA
* Paid leave programs (parental, compassion, bereavement, jury duty, and military)
* Company-paid life/AD&D and disability
* Voluntary benefits (supplemental life/AD&D, critical illness, accident, hospital indemnity, and identity theft)
* Anniversary stock grant awards
* Educational assistance
* Health Advocacy + Employee Assistance Program (EAP) and Management Assistance Program (MAP)
* Matching charitable gifts
* Flexible paid time off
* Volunteer time off
* Paid holidays
* California Residents: Regency Centers carefully considers multiple factors to determine compensation, including a candidate's education, training, and experience. The Walnut Creek hiring salary range for the Executive Assistant/Office Manager position is between $75,000 and $92,000 annually. The base salary is just one component of the total rewards package offered to our employees, including eligibility for a 10% target bonus opportunity. The compensation that is offered to a successful candidate will depend on the candidate's skills, qualifications, and experience.