Administrative Assistant

We have an exciting opportunity for an Administrative Assistant at our sister company Freeport West. Freeport West has been developing leasing and managing commercial industrial properties and warehouse distribution centers since 1963. The company currently manages over 100 tenants in 49 buildings in a diverse portfolio used for manufacturing distribution dry/cold storage and office space.

The Administrative Assistant will provide support for the Executive Team. S/he will handle details of a highly confidential and critical nature and must function efficiently in a professional environment. S/he will have a proven ability to independently manage multiple tasks and projects with completing priorities and deadlines screen and prioritize communications and opportunities from external and internal sources and organize and maintain administrative processes. The ideal candidate is dynamic high-energy organized and able to support cross-functional coordination and possess excellent judgement. S/he will be required to be available during regular business hours evenings and/or weekends on occasion/as needed to provide support and assistance.

Essential duties and responsibilities:

• Handle administrative duties with minimal supervision such as managing schedules coordinating meetings expense reporting tracking real estate transactions and critical dates.
• Manage internal and external contacts proactively understanding the contracts which are priority contacts and keeping track of periodic communication needed for priority contacts.
• Anticipate the Managers needs and proactively bring together appropriate people and resources to support the executive in addressing issues.
• Coordinate travel arrangements including making airline hotel and car arrangements monitoring travel and updating traveler with any changes.
• Perform general office duties including making copies filing distributing mail ordering supplies and organizing and maintaining files in document management system (NetDocuments).
• Assist with preparation management and maintenance of documents and materials for various real estate matters including contracts leases corporate entities and some litigation matters.
• Handle internal insurance certificate requests and process incoming insurance certificates cross-referencing information in both internal and external certificates with applicable contract documents ensuring that correct information and liability limits are provided.
• Receive sort upload and code invoices to accounting system (Yardi).
• Organize company parties and other company events.
• Maintain marketing materials inventory.
• Responsibilities are not all inclusive and may change based on the need of the company.

• Bachelors Degree or equivalent experience
• Minimum 3 years work-related experience supporting C-Level Executives
• Excellent written and verbal communication skills
• Detail oriented
• Demonstrated ability to handle confidential information in a professional and discreet manner
• Highly proficient in MS Word Excel Power Point Adobe Acrobat Reader Adobe Photoshop and/or Adobe Illustrate. Proven high aptitude in learning new software
• Ability to stay focused efficient and effective and managing multiple priorities
• Professional demeanor and ability to defuse emotional situation in a calm manner
• Strong interpersonal skill and good judgement

We offer a competitive wage and benefit package to include Medical Dental 401K with a company match and paid time off.