Administrative Assistant

Overview : Provides administrative support to CEO, Vice President, Property Management, and the CFO

Responsibilities:
CEO

Responsibilities:
* Assists with coordination of CEO travel arrangements
* Assists with Theatre schedules and renewals, exchanges, purchases
* Makes appointments for CEO
* Maintains filing system for CEO
* Updates CEO's calendar & phone book CFO

Responsibilities:
* Assist accounting dept with property management input, Sage cash receipts, delinquency, reports, tenant move in/out, enters miscellaneous charges to tenant ledger. Foundation Responsibilities
* Perform internet research on various topics, including philanthropic interests and preparation of executive summaries for CEO
* Supporting CEO with donation requests, interviews, spreadsheet management, Property Management:
* Prepare work orders, contracts, blue slips as needed
* Maintain project files including Budgets, Contracts, Chron files, and Marketing Agreement folders
* Assist in preparation of Budgets and CAM Reconciliations.
* Prepare correspondence to tenants as needed including partial payment letters, lease renewals, rent increases, late payment letters.
* Assists with tenant calls including HVAC problems, transient issues, etc.
* Assists with review of tenant and vendor insurance certificates and filing; follows up with tenants/vendors regarding expired
* Maintain filing system Human Resources:
* Updates voicemail, telephones, office lists, inboxes, file folders, etc. when there is a new employee. Also, responsible for training new employees on phone procedures and basic office functions. Front Desk Coordination
* Answers incoming calls (very few per week)
* Greets visitors and escorts to conference room (if applicable)
* Accepts incoming deliveries Office Organization/Decorum:
* Handles coordination of special events, holiday planning and other projects as requested;
* Coordinates office organization and housekeeping functions with office staff
* Ensures operation of office equipment by completing preventative maintenance, troubleshooting malfunctions and/or calling for repairs Typing:
* Correspondence for CEO and Vice President
* Contracts, proposals, reports
* Other assignments as requested by CEO or VP Filing:
* Property Management, archives, contracts etc.
* CEO filing as requested Update Lists & Schedules:
* MDI Speed Dial
- as needed
* Employee list
- as needed
* Office Calendars
- Monthly
* Holiday Lists
- Annually Update calendar
* Update Multiple lists for CEO Mail:
* Open and distribute mail
* Prepare outgoing mail (type envelope or label, apply correct postage)
* Prepare and coordinate outgoing mail for special delivery or certified mail Skills Requires :
* Real estate experience preferred, admin or assistant PM
* Minimum of two years college or associate's degree
* Excellent working knowledge of MS Word, Excell, and Outlook. Minimum typing speed of 45 words per minute.
* Strong organizational and communication skills
* Process a positive and professional attitude, with a focus on delivering exceptional results.
* Process strong communication skills, with the ability to interact effectively with clients, colleagues, management, and potential nonprofits.
* Demonstrated problem solving ability
* Must like variety.
* Is up to new challenges, not afraid to fail or ask questions to succeed.
* Self-confidence, quick learner, curious .