Executive Administrative Coordinator

2 weeks ago

Salt Lake, Utah, United States University of Utah Full time
Position Overview

As an Executive Administrative Coordinator, you will deliver comprehensive administrative assistance to the management team within the Real Estate Administration department. A minimum of an associate degree in business or an equivalent qualification is required.

Candidates should possess at least three years of full-time secretarial experience, demonstrate proficiency in Microsoft Office applications, and exhibit strong business writing capabilities. A typing speed of 50 words per minute, along with proven interpersonal and communication skills, is essential.

Familiarity with basic bookkeeping practices is advantageous.

Applicants must showcase their potential to fulfill the essential functions of the role as outlined in the job description.

This position does not involve direct patient care responsibilities.

Key Responsibilities

  • Manage reception duties, including answering incoming calls, welcoming and directing visitors, and processing mail.
  • Support building engineers and facility managers with dispatching day porters, data entry, and vendor scheduling.
  • Provide administrative assistance to senior management, including scheduling meetings, recording and distributing meeting minutes, and drafting correspondence.
  • Order office supplies, catering, and other materials in accordance with established budgets and procedures.
  • Prepare various forms of correspondence, including routine letters, tenant communications, emails, maps, and memos.
  • Compile reports and materials utilizing Microsoft Excel, Word, and PowerPoint.
  • Assist the Facility Manager with basic diagnostics of audiovisual equipment in conference rooms.
  • Deliver exceptional customer service and act as a liaison between the department, tenants, and their clients.
  • Organize setup and cleanup for events held within the building.
  • Create and update forms, policies, building regulations, maps, and floor plans.
  • Monitor utility consumption by updating established utility profiles and the Energy Star website.
  • Maintain Tenant Directories and departmental contact lists.
  • Utilize Computerized Maintenance Software to track labor hours.
  • Organize and maintain both electronic and hard copy departmental files.
  • Process work orders related to building access and parking permits.
  • Assist the department with business planning, goal setting, and the development of departmental policies, procedures, and budgets.
  • Collect, organize, and analyze data for specialized reports.
  • Support the implementation of departmental and University policies and procedures.
  • Proactively provide additional general office support, offering recommendations as necessary.
Minimum Qualifications

Applicants must have an associate degree in business or an equivalent qualification (one year of education can be substituted for two years of relevant work experience) and three years of full-time secretarial experience.

Strong human relations and effective written and verbal communication skills are required. Knowledge of basic bookkeeping practices and direct supervisory experience is preferred.

Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.

Preferences
Familiarity with audiovisual equipment and experience with Zoom class monitoring is preferred.

Special Instructions
For further details, please refer to the official job posting.

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