Assistant, Administrative

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Schedule and coordinate meetings and conference calls.
• Monitor inboxes and calendars.
• Prepare agendas, documentation, client briefs, expense reports and presentation materials.
• Participate in management meetings; create agendas, take notes and follow-up on action items.
• Responsible for retrieving, opening and sorting daily mail from Cash Room.
• Scan HUDs for Transaction Coordinators that arrive on daily basis.
• Prepare organizational charts and presentations utilizing PowerPoint, Excel, and Visio.
• Interface with Facilities and Accounts Payable to ensure that monthly national rent invoices are accurate and paid in a timely manner.
• Draft and distribute correspondence to staff and clients on behalf of the EVP/SVP.
• Responsible for event planning for team meetings, events and strategy sessions.
• Review and approve travel and expenses.
• Process invoices, wires and reconcile credit card statements on a regular basis.
• Contact vendors to discuss invoicing and establishing services and rates.
• Order team lunch / breakfast for month end.
• Prepare and ship Fed Ex packages on a regular basis for local and national offices.
• Review and place supply orders for all offices both locally and nationally.
• Arrange all travel and coordinate with other operational departments as needed.
• Train new offices on basic administrative procedures such as calendaring, Go ToMeetings, conference calls, using Carrington’s official letterheads, creating expense reports, using GL codes and cost centers, and booking travel.
• Operate multi-line telephone system to answer incoming calls; take messages; direct callers to appropriate executive or department.
• Responsible for filing, copying, printing and faxing.
• Perform other duties as assigned.

ESSENTIAL KNOWLEDGE, SKILLS, ABILITIES, AND COMPETENCIES:

• Excellent verbal and written communication skills
• Outstanding attention to detail and strong organizational skills
• Proficient with Microsoft Office Word, Excel and Power Point and Visio
• Ability to communicate with management and staff at all levels and across all business units
• Ability to maintain confidentiality
• Ability to build relationships with peers and other Administrative Assistants
• Ability to maintain composure and adapt to a variety of situations
• Ability to multi-task and work in a fast-paced environment
• Ability to prioritize and meet short deadlines
• Ability to be proactive and work independently
• Ability to communicate with management and staff at all levels and across all business units
• Willingness to learn relevant aspects of the business
• Willingness to take initiative

EDUCATION, EXPERIENCE AND/OR LICENSES:

• Bachelor’s degree or equivalent work experience.
• Mortgage or real estate industry experience.
• Two (2) or more years’ experience as an Administrative Assistant.