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Executive Administrative Assistant - Jupiter

Jupiter, FL

Order: 186155
DirectHire

Manpower is representing a client in Jupiter that is seeking an Executive Administrative Assistant

 

Responsible for performing a variety of administrative functions for the Chief Financial Officer, and the Accounting,

Property Management and Leasing teams as assigned. Responsible for completion of shared office administrative

duties for the efficiency of the corporate office as a whole.

 

Key Responsibilities:

  • Manage and maintain the calendar/schedule, schedule and coordinate meetings, conference calls, and travel arrangements for the CFO, leasing and property management executives and team members as necessary.

  • Schedule, organize and coordinate complex activities such as meetings, travel, conferences, special events and department activities.

  • Act as a liaison with other departments and outside agencies, including high-level staff such as CEO’s, Presidents, and Senior Vice Presidents. Handles confidential information as appropriate.

  • Establish, develop, maintain and update databases, record files, tenant documentation, department manuals, policies and procedures, computer files and other documentation in an efficient and orderly manner. Lead effort to file all documents.

  • Prepare, submit, track and reconcile bi-monthly expense reports for department executives and team members as assigned.

  • Type and design general correspondences, memos, charts, tables, graphs, business plans, etc. Proofread copy for spelling, grammar and layout, making appropriate changes.

  • Responsible for accuracy and clarity of final copy.

  • Prepare and disseminate department meeting minutes and weekly reports.

  • Responsible for electronic filing of checks, invoices, correspondence, journal entries and deposits.

  • Organize and prioritize correspondence, mail and phone calls. Sort, date stamp and distribute mail, may draft written responses when necessary. Respond to regularly occurring requests for information.

  • Answer phones, take messages or respond to requests/questions.

  • Assist in the preparation of monthly construction draws to be submitted to bank.

  • Perform research, analytics, and market studies based on specific direction from department executives, compiling and sorting information in a standardized format.

  • Perform desktop publishing, create and maintain inventory of visual presentations, flyers, direct mailings, newsletters, and other marketing materials.

  • Communicate information and changes to company website as needed, in addition to press releases, web-based real estate marketing services and company updates to the proper departments.

  • Responsible for assigned primary and backup shared Administrative Assistants’ office duties (i.e.: kitchen duties and phone coverage).

  • Perform any other job task/project within the company as requested by supervisor or Executive Management.

  • Perform any other job task/project within the company as requested by supervisor or Executive Management.

 

Minimum Requirements:

  • Must be very detail oriented and possess strong organizational and both written and verbal communication skills.

  • Advanced MS 2010 Word, Outlook, Excel and PowerPoint skills required. Experience with SAP Concur strongly preferred.

  • Real Estate office administration experience preferred.

  • High School diploma or GED required, preference for college degree

  • Real estate/paralegal experience preferred

  • Flexibility to handle multiple tasks with changing priorities and deadlines, as well as the ability to support other departments.

  • Ability to quickly establish and maintain effective working relationships with others required.

  • Must be able to adapt and learn quickly. Must be flexible and able to handle multiple tasks with changing priorities and deadlines.

  • Ability to keep confidential information.

  • Team player who consistently exhibits positive, helpful attitude and passion to learn.

 

For more information about the local job services we provide, visit: www.manpowersfl.com