ADMINISTRATIVE ASSISTANT

DEPARTMENT: Executive
JOB TITLE/POSITION: Administrative Assistant

SUMMARY OF POSITION

The core duties of the Administrative Assistant includes supporting the Executive Assistant in managing the CEO’s office and organizing her meetings by booking facilities, meeting rooms and other mediums; coordinate and manage the CEO’s schedule; direct communication with staff for key information; and operate as the extended arm of the CEO as needed. The Administrative Assistant will work with the Executive Assistant to act as a point of contact and gatekeeper for internal staff as well as external partners and stakeholders and must maintain a high level of discretion and integrity concerning sensitive information and interactions. Additionally, the Administrative Assistant will assist in preparing materials for new business meetings and special projects which will require significant development research, mapping, and PowerPoint presentation skills. Successful candidates must be highly adaptable and possess a genuine interest in learning principles of real estate development with flexible skills related to marketing, design and finance as projects will float between departments.

RESPONSIBILITES

• Help maintain the CEO’s calendar: schedule, plan, coordinate and ensure the CEO’s schedule is followed and respected both by CEO and stakeholders
• Work closely and effectively with the CEO to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately
• Assist with a variety of special projects for the CEO with an emphasis on new business research and pitch development as well as PBV binders, Milestone checklists, LIHTC applications (packaging), event coordination
• Ensure seamless travel and offsite meeting experience: make travel arrangements, compile travel brief (itinerary, meeting agendas, presentations and conference materials) prior to departure and collect applicable receipts to submit expense reports upon return
• Develop project PowerPoint presentations and other material for the CEO and applicable staff as needed
• Print, execute, notarize and ship documents as needed for the CEO’s signature on essential operational documents including closing documents, Change Orders, Plans and Specs, applications
• Prepare project reports (briefings, spreadsheets, maps and photos) for the CEO and other applicable core staff as needed
• Download photos from CEO camera and phone following events and site visits; organize the photo file on the server to ensure there are before and after shots of each project
• Maintain and create the CEO’s expense reports and other financial billing items
• Organize/schedule video conferencing meetings
• Monitor and filter the CEO’s emails and phone calls daily
• Scan and file documents
• Troubleshoot technology challenges
• Order office supplies for select satellite offices
• Create maps and gather information using GIS mapping
• Compile updates from all departments to develop and distribute monthly and annual company reports

REQUIRED QUALIFICATIONS

• Bachelor’s degree or 1-3 years of experience managing an office and/or supporting C-Level Executives preferred
• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Teams, Adobe Acrobat or Canva, Go to Meeting (or similar Video Conferencing Software), and Social Media web platforms. Video editing experience is a plus
• Be or willing to become a Notary Public
• Candidates must possess excellent oral and written communication skills and the ability to work with public and private officials
• Candidates must possess genuine interest in learning principles of real estate development, marketing, design and finance as projects will float between departments
• Good written and verbal communication skills and an ability to “think on your feet”
• Excellent writing skills and proficiency in preparing written reports and business correspondence
• Portray a professional manner and quality in all business interactions
• Must be tech savvy and tech curious, willing and ready to learn and adopt new technologies
• Must possess basic graphic design capabilities and a passion for producing presentations which requires a discerning “eye” for selecting images that show properties, residents, and staff in best possible light
• Must be self-motivated, innovative, able to work independently toward objectives with minimal supervision
• Local travel and occasional out-of-town travel required
• Availability and willingness to work flexible schedule including evenings and weekends
• Ability to work with people of all racial, ethnic, and economic backgrounds
• Ability and willingness to attend and provide information at meetings on evenings and weekends
• Driver’s license

SKILLS NEEDED

• Ability to work well independently, but also to appreciate the value of operating within a team
• High aptitude for problem-solving in complex transactions with multiple parties; an ability to develop creative solutions and successful implement tasks to achieve the desired outcome
• Organized approach to project management, including a strong attention to detail and the ability to manage multiple and often conflicting tasks simultaneously
• Wise decision-making capability during time-sensitive and ambiguous situations
• Highly adaptable to continuous change within a dynamic industry; thrives in seeking innovation and possesses an eagerness to try new approaches for organizational and individual improvement
• Be able to use Google Earth and Mapping software to map sites, QCT, and DDA (willingness to learn GIS through Coursera and ArcGIS mapping site)
• Strong financial, analytical, communication, and organizational skills
• Ability to learn, adapt, and communicate company core values
• Unwaveringly positive and energetic attitude

PHYSICAL DEMANDS
Ability to operate a computer and keyboard. Ability to operate a motor vehicle or equipment. May require reaching, standing, walking, fingering, grasping, and feeling, and the ability to lift or move objects up to 20 pounds. May require vocal communication for expressing or exchanging ideas, hearing to perceive information at normal spoken word levels, visual acuity for color perception, preparing and analyzing written or computer data, determining the accuracy and thoroughness of work, and observing general surroundings and activities.

WORKING CONDITIONS
Availability for extended hours during peak periods and attendance at evening and week-end meetings. Exposure to inside and outside environmental conditions. The office is in a smoke-free facility. The Office is a Drug Free environment.

EQUAL OPPORTUNITY
BGC Advantage is an Equal Opportunity Employer.