Administrative Assistant

2 months ago

Austin, United States American Campus Communities Full time
Administrative Assistant

Department: Human Resources

Employment Type: Full Time

Location: Corporate

Description

The Administrative Assistant is responsible for providing administrative support to American Campus Communities corporate departments to include, but not limited to: Business Operations, Property Operations, Marketing & Leasing, Development, etc. This role is responsible for a wide array of tasks to support the assigned departments The Administrative Assistant will deal with a diverse group of internal contacts at all levels of the organization. Independent judgement is required to plan, prioritize, organize diversified workload, and recommends changes in office practices and procedures.

Key Functions: (Other duties may be assigned)

General Administration:
  • Performs basic administrative tasks such as calendar management, ordering lunches, ordering and replacing office supplies as needed, etc.
  • Schedules and organizes activities such as meetings, conferences, and department activities for all members of the department, including coordination of meals and refreshments as needed.
  • Sorts and distributes incoming mail and packages for departments and prepares any outgoing mail and packages as needed.
  • Assists in the mailing of weekly property packets to include, but not limited to: printing mailing labels, stuffing packets, scheduling pick-ups, logging tracking numbers, and ensuring packets are sent and delivered on time.
  • Assist in the completion of monthly AMEX reports and personal expense reports for departmental and select corporate employees to ensure payment/reimbursement in a timely manner.
  • Assists with the organization and printing of departmental quarterly reports.
  • Assists with responding to front door entry access and visitor coordination to include maintaining security access by screening visitors and coordinating as needed with other corporate staff for visitor entry.
  • Coordinates and follows through on all travel arrangements for departmental and select corporate employees.
  • Assists with conference and event planning as needed.
  • Drafts written responses or replies by phone or e-mail as requested and responds to regularly occurring requests for information.
Corporate Support:
  • Assists management in maintaining ongoing communication with property staff through emails and other forms of communication regarding changes in policy and procedures.
  • Assists Property Operations with the implementation of gift card policy, reviewing and verifying the ongoing maintenance of logs and reports and completion of gift card audits.
  • Serves as the liaison between the Company and the leasing shop company to coordinate the leasing shop process by scheduling, auditing, and communicating all shopping appointments and reports.
  • Manages the opt out and sweepstakes process for the Marketing & Leasing Department.
  • Assists the Marketing & Leasing Department in completing leasing audits weekly, monthly, and quarterly basis.
  • Assists with customer service calls and provide additional support for property collections process.
  • Assists in processing invoices and postages requests, as well as reconciliations on open account balances for both the corporate office and Property Operations portfolio.
  • Assist Facilities department as needed and communicate information to property staff and regional managers on their behalf.
  • Collaborate with multiple departments and team members on recurring projects, special projects, ongoing projects, etc. for the organization as needed.
American Campus Communities Culture Commitments
  • Our people are devoted to a culture of inclusion, diversity, and equality in the workplace and our communities. We are committed to intentionally executing an evolving set of goals specific to inclusion, diversity, and accountability, driven by empathetic leadership and embraced by all.
  • The core of American Campus culture involves everyone being fully invested in everything that we do down to picking up the smallest piece of trash in the office and around our communities. No matter their position or duration at the organization, everyone picks up trash.
  • Serve as an American Campus representative and liaison in all interactions.
  • Certain activities involved in this position may be photographed and/or video and audio recorded for quality control and/or training purposes. Compliance with the Photo, Video and Voice Recording Policy is a condition of employment.
Skills, Knowledge & Expertise

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the minimum knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education/Experience:
  • Associates degree preferred and/or 4 years' experience in the executive administrative support capacity, or equivalent combination of education and experience.
Certificates/Licenses:
  • N/A
Knowledge/Skills/Abilities:

Knowledge of:
  • Effective customer service and phone communication techniques.
Skill in:
  • Advanced Microsoft Office Suite including Excel, Word, Power Point, and Outlook.
  • Meeting deadlines and deliverables as outlined.
  • Preparing and presenting information and responding to questions from groups of managers, clients, customers, and coworkers.
  • Effective written and verbal communication with both internal and external resources.
  • Establishing and maintaining customer service through effective interpersonal communication, both verbal and written with internal and external customers.
  • Organization and prioritization.
  • Attention to detail.
  • Strong analytical and problem-solving skills.
  • Motivated self-starter, problem solver and team player with a hands-on approach.
  • Shows initiative and resourcefulness.
  • Resolving problems utilizing a strong analytical approach.
  • Collaboration with others.
Ability to:
  • Work independently as a self-starter with a hands-on approach.
  • Define problems, collect data, establish facts, and draw valid conclusions.
  • Remain detail oriented while multitasking and meeting multiple deadlines.
  • Think strategically.
  • Multi-task in a fast-paced environment.
  • Maintain a high level of organization and prioritize tasks.
  • Be autonomous in approach but collaborative in execution.
  • Comprehend multiple abstract and concrete variables simultaneously.
  • Have great creative energy and ability to generate ideas.
Benefits
  • Dental
  • Vison
  • 401(k)
  • Medical & Dependent Care Flexible Spending Accounts
  • Life Insurance
  • Sick Leave
  • Paid Time Off
  • Paid Maternity Leave
  • Health Insurance
  • Short Term & Long Term Disability

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