Senior Administrative Assistant (699478)
Posted on :
01-12-2022
Employer Active
1 Vacancy
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Job Description
Req ID : 1778366
Position: Sr. Administrative Assistant
Location: E Boston, MA, 02128
Duration: 1+ Year ("Possible Extension")
Job Summary:
Provides administrative support and essential office functions, including document preparation, to the Client Department and provides administrative support to Client Deputy Directors as assigned.
Essential Task of Job:
A. Manages the day-to-day administrative responsibilities for the Client.
- Coordinates schedules (using MS Outlook) for the Deputy Directors and Client staff; supports all Client staff in the scheduling of complex meetings. Proactively identifies and resolves scheduling conflicts.
- Serves as Client's liaison on certain internal and external scheduling and coordination matters.
- Ensures information is clearly and promptly communicated between Client staff, other Client departments, and outside contacts.
- Represents Client by answering and distributing incoming phone calls.
- Maintains up-to-date mailing and contact lists.
B. Provides regular assistance to ongoing projects of Client staff.
- Participates in the development and production of documents related to the work requirements of Client. This includes the preparation and tracking of internal/external correspondence and client Board-related materials. It also includes the preparation and editing of PowerPoint presentations used for Board Meetings, Real Estate and Strategic Initiatives Committee meetings, and for briefing senior administration.
- Drafts, reviews, proofreads, updates, and mails letters, memoranda, documents, presentations, and other materials prepared by the Client.
- Creates, edits, and maintains spreadsheets and databases using Excel and other software applications.
- Creates charts, graphs and presentation materials supporting Client's portfolio and initiatives.
Secondary Job Tasks:
- Identifies ways to improve departmental procedures and practices.
- Works on, researches, and completes special projects and duties as assigned.
- Provides support to all department staff in the absence of other Administrative Assistants.
- Creates and maintains efficient filing systems.
- Enters and processes leases, licenses, right of entry agreements, and contracts for Client in Client databases, such as PMWeb, in the absence of the Executive Assistant.
Job Requirements and Qualifications:
Education: Bachelor's Degree or equivalent professional experience.
Experience:
- Minimum of 3 to 5 years' work experience providing administrative support in a professional office setting.
- Prefer experience in real estate and/or asset management industry in such areas as property management, tenant relations, data collection and analysis, budget review and expense tracking, and other project support functions.
- Other relevant experience may be considered.
- Current and valid driver's license unrestricted except for corrective lenses.
- Ability to pass Client security check and obtain a Client Security Badge.
- Ability to pass Client controlled substances test and background security checks.
Unique Expertise/Certification/Registrations:
- Good verbal communication skills and ability to interact with professionals in a range of disciplines.
- Solid writing and editing/proofreading ability with attention to detail.
- Strong proficiency in Microsoft Word, Microsoft Outlook, and Microsoft File Explorer.
- Ability to create and edit PowerPoint presentations with an eye toward both content and format consistency.
- Ability to prioritize multiple assignments to meet deadlines
- Resourcefulness and problem-solving attitude
- Ability to maintain confidentiality when needed.
- Ability to learn and use spreadsheet and database management systems software, including MS Excel, PM Web and PeopleSoft.
- Interest and general knowledge of real estate and asset management principles are preferred.
Employment Type
Full Time
Key Skills
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