Provide administrative support to Operations and IT executives.
ESSENTIAL FUNCTIONS:Provide a wide variety of support functions to multiple members of the Operations and Information Technology Executives team.Manage executive calendars including but not limited to; planning and scheduling meetings, conference calls, accepting and/or declining and/or rescheduling meetings for executives and sending out meeting requests on their behalf. Handle scheduling of business appointments.Perform vendor onboarding according to established process and maintain documentation of due diligence and other communications in preferred platform (Venminder)Set-up and maintenance of departmental and/or management files according to established criteria related to; contracts, documents, correspondence, agreements, reports, etc.Complete and route contract approval forms and work orders for multiple levels of approval within Ops/IT using preferred platform (Docusign.)Manage monthly reallocation of corporate credit card charges and approvals using preferred platform (Nexus/Excel)Assist AP in coding and processing technology invoicesMake recommendations and maintain content and updates to IT and Ops announcements on the company portal (Employee App) and assist in the administration of the company Asset Portal (SharePoint)Make and/or coordinate travel arrangements including but not limited to; arrangements related to booking commercial flights, hotels, ground transportation and updating itineraries for both domestic and international travel as required. Coordinating itineraries with others. Prepare and process expense reports. Reconcile charges to Corporate and/or business credit card(s) and review, approve, code, and process invoices related to departmental expenses including but not limited to: setting up vendors, ensuring appropriate insurance coverage is obtained and submitted, and tracking payments to ensure timely payments.Prepare and edit correspondence, meeting notes and communications. Coordinate meeting set-ups including video conference set-up, ordering food/beverages, preparation of agenda and/or other meeting materials for meetings. vendors and guests. Answer and screen incoming calls, take messages, send electronic messages and/or transfer priority calls to cell or personal phone, tracking and/or logging calls. Coordinate outgoing mail including but not limited to addressing, metering, and certified or registered mail, overnight delivery and intra-company.Special projects such as; assisting with organizing and tracking large scale technology rollouts, preparing special reports, responding to information requests, preparation of executive materials as required and/or requested.Event planning responsibilities including but not limited to; planning department events, booking related travel, Responsible for greeting all visitors on behalf of executivesLiaise with internal staff at all levels.
EDUCATION/EXPERIENCE REQUIREMENTSBachelor’s degree and/or related experience plus a minimum of 3 years’ experience in an administrative assistant role.Extensively proficient in MSWord, Excel, PowerPoint and Outlook. Must be proficient with Internet research and navigation. Must also be able to learn new software and programs quickly and act as a Super User.Experience with Docusign, Venminder, Nexus, Yardi and other real estate and investment technology platforms is desirable.Experience with video conferencing software is preferred.Experience with document management/storage software such as Microsoft SharePoint, OneDrive, and Citrix Sharefile required.Experience with accounts payable software such as Nexus Payables desirable.Experience with office equipment such as printers, copiers, scanners, mail metering machines.