COLLIERS ARKANSAS, INC. DBA COLLIERS INTERNATIONAL | Executive Administrative Assistant

4 hours ago

little rock, United States COLLIERS ARKANSAS, INC. DBA COLLIERS INTERNATIONAL Full time

Job Description Summary:  Performs high level administrative duties for executive management. 


Essential Job Functions:

1.  Day-to-day interaction with executive management.

2.  Manage and maintain executive’s schedules.

3.  Make travel and meeting arrangements.

4.  Prepare responses for correspondence.

5.  Responsible for distributing quarterly cash distributions and end of year K-1’s to investment clients.

6.  Prepare reports, memos, letters, financial statements and other documents, using word processing, spreadsheet or presentation software.

7.  Involvement with sale/lease transaction process.

8. Draft documents, including but not limited to, Listing Contracts, Letters of Intent, Offers, Counter Offers, Addenda, Amendments, Lease Agreements and ARA forms.

9. Track and maintain critical date schedules for pending closings including preparation of closing transcripts.

10. Work with clients to arrange for circulation of loan documents for execution and closing.

11. Prepare leasing commission calculation worksheets used in preparation of commission invoices.

12. Prepare binders for tour packages, closing books, etc.

13. Assist in the preparation of brokerage-related reports.

14. Assist lenders with loan-related requests (e.g. obtaining property financials, rent rolls, insurance certificates, guarantor PFS’s and tax returns).

15. Prepare pro-formas and various excel spreadsheets.

16. File and retrieve corporate documents, records and reports.

17. Organizes and maintains paper and electronic files.

18. Disseminate information by using the telephone, mail services, web sites and e-mail.

19. At times, may be required to field telephone calls, receive and direct visitors, filing and faxing.

20. Open, sort and distribute incoming correspondence, including faxes and email.

21. Assist with the front desk receptionist related duties on an as needed basis.

22.  This description is not an exhaustive list of all job functions, duties, skills and job standards required. Other job functions, duties, skills and standards may be added. Management reserves the right to add or change the job requirements at any time.


Knowledge, Skills & Abilities:

1.   Ability to interact and communicate effectively & clearly (written & verbal)

2.   Strong organizational skills and attention to detail

3.   Strong proficiency of MS Office, including Word, Excel, PowerPoint and Outlook

4.   Regular and punctual attendance

5.   Positive attitude, dependable and self-starter

6.   Excellent listening skills

7. Ability to exercise judgment and discretion

8. Excellent time-management skills

9. Professional appearance at all times

10. Ability to interact/work well with company principals, employees and clients on a regular basis

11. Ability to learn new software, if required

12. Ability to type a minimum of 60 WPM

13. Strong Internet research skills

14. Contracts/Legal background is a plus


Minimum Job Requirements:

Experience: Minimum of 3+ years' experience supporting at the executive level

Education:  Some college desired but not required. 


Equipment Used in Work Environment:

1. PC with Microsoft Suite of products including Word & Excel

2. 10-Key calculator

3. Photocopy Machine

4. Fax Machine

5. Digital Scanner

6. Telephone

7. Printer


Major Job Demands (Physical & Mental):

1. Ability to perform tasks requiring sustained repetitive motion and/or fine motor skills.

2. Ability to reach, bend, squat, lift, push, pull, kneel

3. Ability to work under pressure and meet deadlines

4. Ability to interact with a wide range of personalities

5. Ability to move freely within the office areas 

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