Administrative Assistant

3 weeks ago

Washington, United States EDENS Full time

EDENS is the owner, developer and steward of a nationally leading portfolio of more than 100 open-air retail and mixed-use places in high-growth markets coast to coast. Through thoughtful planning, inspired merchandising and intentional community engagement, EDENS designs our places to achieve 3.5 trips per week and 5 hours of dwell time, reaching over 15 million people daily.

EDENS is seeking an Administrative Assistant to join our team in Washington, DC., working under supervision of the Executive Assistant.

EDENS is committed to creating and fostering a workplace that is diverse, inclusive and equitable. Our goal is to build and develop an organization that is a collective of diverse and talented people who find ways to Enrich Community using ideas that reflect the best of their unique points of view. We are passionate about our work and are looking to attract and retain individuals who are excited about being part of our community.

Responsibilities in this fast-paced environment include:
**General Administrative Duties**:

- Handle phone calls and greet visitors, providing excellent customer service.
- Assist with distribution of mail.
- Prepare communications such as memos, invoices, and other correspondence.
- Create and maintain filing systems, both electronic and physical.
- Coordinate the preparation of documents requiring senior-level signatures.
- Assist in the production and printing of marketing materials and site plans.
- Communicate and collaborate effectively with other administrators and support staff.

**Leasing Administrative Support**:

- Provide comprehensive support to the Leasing team with schedules, appointments, calendars, and travel arrangements.
- Assist with all aspects of travel, including itinerary and expense report preparation.
- Coordinate and schedule internal and external meetings.
- Prepare payment agreements as requested by the Leasing team.
- Respond to inquiries about available spaces in our centers and follow up as needed.
- Collect the first month’s rent and security deposits when necessary.
- Assist with sending checks to the appropriate lock box.
- Print and update leasing books and site plans.
- Prepare and bind marketing materials for tours.
- Facilitate the preparation of documents requiring senior-level signatures.
- Establish and maintain excellent business relationships throughout departments and other duties as assigned.

**Event Planning Support**:

- Collaborate with Events & Experiences Team and Chief of Staff on Ad-Hoc event planning.
- Oversee setup, execution, clean-up ensuring a seamless experience.
- Negotiate contracts/pricing with vendors.
- Coordinate Logistics such as audio-visual equipment, table setting, gift preparations.
- Manage RSVP’s and event communications as requested.
- Lead and guide contracted vendors on-site which may require after hours assistance.
- Work closely with Marketing team on event related printed collateral.

**Requirements**:

- Requires demonstrated tact and diplomacy. Must have a high level of interpersonal skills to handle sensitive and confidential situations.
- High level of self-organization as well as demonstrated ability to keep others organized.
- Great degree of time-flexibility in a fast-paced, transaction-driven work environment.
- Analytical ability is required to find solutions to various administrative problems and prioritize work. Must be assertive and vocal in asking for help if confused on a task or priority.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)

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