Executive Administrative Assistant

Description

ESSENTIAL DUTIES:

• Creates Construction contracts and associated pay applications, lien waivers, change orders and related documents.
• Uploads and creates Contracts in Accounting System
• Assists and responds to vendor Accounts Payable inquiries.
• Reviews and uploads Construction invoices, pay applications and other documentation to Entrata and link invoices and documents to appropriate Entrata contracts.
• Ensures the accuracy of all documents whether they are internally or externally generated.
• Assists with Contract tracking, signing and filing for site level contracts while also adhering to the contract signing policy.
• Organizes, creates and finalizes contracts for Executive Leadership.
• Performs general clerical duties including making photocopies, and sending, sorting, or distributing faxes, emails, and letters, etc.
• Manages the reception area; greet guests and escort them to appropriate meeting spaces.
• Ensures overall Corporate office space is well-cleaned; responsible for ensuring regular clean-up or clean-out of common-use areas.
• Inspects and upholds the cleanliness standard with all departments that the Corporate office space remains clutter-free for all visitors or office tours at any time.
• Politely and professionally answers telephone calls, emails, and other inquiries from team members, residents, vendors, etc. and directs them to relevant staff.
• Maintains accurate, complete and organized office files; implement efficient system management to access files and records on shared drive.
• Reserves and prepares meeting spaces for internal or external meetings or luncheons.
• Responds to and resolves corporate office inquiries and questions.
• Responsible for adhering to set budgeting parameters for purchased supplies.
• Responsible for the Corporate and Site Level Amazon Accounts. Maintains users, payment methods, purchase restrictions and other safeguards within the Amazon Business Platform in a timely manner so as to not interrupt property operations.
• Responsible for Managing users and budgets in Bill (DIVVY) within the Amazon Budget.
• Periodically maintains calendars and schedules travel, meetings, etc., for Executive Leadership.
• Periodically completes varying projects using different Microsoft Office tools.
• Provides support and assistance in the execution of special projects and assignments.
• Promptly identifies and resolves any safety hazards, unkempt workspaces, etc. within the assigned department in an effort to ensure a safe and productive work environment.
• Supports Executive Leadership or Office Manager in presentation preparation, document reviews and data analysis when needed.
• Handles outside mailing duties. Checks postal mailbox on a daily basis.
• Other duties as assigned.

Requirements

EDUCATION & EXPERIENCE:

• High School Diploma or Equivalent required; an Associate’s degree in office administration or related field preferred.
• Three (3) years of experience in an administrative or clerical role required.
• Two (2) or more years of work experience in a customer service role preferred.

LICENSES & CERTIFICATIONS:

• N/A

KNOWLEDGE & SKILLS:

• Ability to type at least 60 words per minute.
• Excellent written and verbal communications skills.
• Excellent interpersonal and customer service skills.
• Excellent organizational and time management skills; strong attention to detail.
• Strong data entry skills.
• Ability to maintain confidential and meticulous records.
• Strong analytical, problem-solving, critical thinking, planning, and execution skills.
• Ability to work independently and in a team environment.
• Proficient with Microsoft Office Suite or related software; possesses strong general computer skills.
• Proficient with or the ability to quickly learn accounting software/systems.
• Bilingual ability in English and Spanish preferred, but not required

OTHER REQUIREMENTS: Valid driver’s license required