Senior Administrative Assistant, Production Associate

2 weeks ago

Irvine, United States JLL Full time

Job Summary
This position will be responsible for providing support to Producers as well as Production Support in marketing of real estate transactions from start to finish.

Main Responsibilities
Provide administrative and production support including typing correspondence (letters, memos, reports, etc.) using e-mail, blasts, scans, leap-files, etc.

Schedule appointments, conference calls and set itineraries for Producer's external and internal meetings.

Organize Producers' calendars, make travel arrangements and process expense reports.

Assist Producer and Analysts in the preparation of marketing materials for real estate deals, including request for proposals, fee agreements, confidentiality agreements, offering memorandums, financial comparisons, due diligence data, letters, memos, reports, etc.

Create and produce customized property information materials, comparable market analysis, market and industry research, and targeted client specific research.

Prepare PowerPoint presentations by pulling data from other sources such as maps, charts, logos, pictures, tables, etc.

Maintain internal web-based database; manage and update deal statuses, manage press releases, marketing lists, activity tracking, and send e-mail blasts.

Take initiative to support Producers with high priority projects. Identify problems and alert team members. Respond to inquiries from clients and provide information as needed.

Organize and file important deal-related correspondence.

Coordinate graphic design with design team.

Work with vendors to arrange photography.

May require some receptionist relief duties.

Back up support to other Administrative Assistants as needed.

Must be able to work overtime on short notice.

Other duties as assigned.

Experience Required
Minimum 4-6 years of related administrative, marketing, or communications experience.

Excellent communication, organizational, grammatical, and time-management skills.

Ability to prioritize, multitask, and meet tight deadlines.

Ability to work in a fast-paced, team-oriented, environment.

Demonstrate problem-solving, decision making, and analytical skills.

Commercial Real Estate experience preferred.

Education
Real Estate/Finance background is preferred.

High School graduate required/college a plus.

Computer Skills
Minimum of 2 years of experience required in graphic design using Adobe Creative Design Suite (InDesign, Illustrator, PhotoShop).

Intermediate working knowledge of Outlook, Word, Excel and PowerPoint (Office 2010 version).

Database experience is a plus.

Environment
Office - work with computers, copiers, and scanners.

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