Administrative Support Specialist
3 weeks ago
Company Overview:
Hillwood Investment Properties is a leading real estate investment and development company that values integrity, respect, excellence, and teamwork. The company offers a full range of services, including development, investment, and advisory expertise, to create value for investors, partners, and communities worldwide.
Job Summary:
We are seeking a highly skilled Administrative Support Specialist to support the Director of Administration in the office of the Chairman. This role requires someone who can work independently, with minimal supervision, and handle sensitive and confidential information with discretion.
Responsibilities:
- Provide administrative support to the Director of Administration, including research and preparation of briefing materials for meetings, travel, and speaking engagements.
- Coordinate reservations for business travel, including transportation and accommodations.
- Receive and log correspondence and mail, flagging items as appropriate and distributing as directed.
- Create and maintain files and records for historical and informational reference.
- Log all invitations and contributions to be reviewed during the weekly scheduling meeting.
- Order lunch and set up conference rooms for meetings as needed.
- Register, greet, and escort guests as needed.
- Assist with answering phones.
- Maintain business and personal contact lists, including confidential personal data.
- Archive and download personal and business photos.
- Order personal and business items as directed.
- Prepare reports as directed.
Required Skills/Abilities:
- Strong written and verbal communication skills.
- Highly organized with meticulous attention to detail.
- Strong time management skills.
- The ability to work with little supervision.
- Strong problem-solving skills and the ability to work independently.
- Ability to build and maintain positive relationships with colleagues, executives, and external contacts.
- Ability to adapt to changing priorities and handle multiple tasks efficiently.
- Demonstrate the ability to handle sensitive and confidential information with discretion.
- Professional demeanor and strong interpersonal skills.
- Ability to work collaboratively in a team environment.
- Strong sense of responsibility and ability to take initiative.
- Proficiency in MS Office Suite (Word, Excel, PowerPoint, and Outlook).
- Experience answering multi-line phones and working with copiers and fax machines.
- Ability to work in-office full-time.
Estimated Salary: $55,000 - $65,000 per year
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