Administrative Assistant

RESPONSIBILITIES: Provides clerical, secretarial, and administrative support as required for senior Property Management staff and Project Management Departments. The statements below are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required.DUTIES (include but not limited to):
•Provides full range of administrative support. Keeps daily coordination with department teams on calendars and schedules.•Organizes and prioritizes work-flow and oversees work quality within the administrative team.
•Type and design general correspondence, memos, charts, tables, graphs
•Proofread copy for spelling, grammar and layout, before returning to generator, making appropriate changes
•Responsible for accuracy and clarity of final copy
•Maintain Project Management files for jobs in progress
•Coordinate Project Management billing and track receivables
•Design and produce proposal and presentation materials using various word processing and graphic programs. Apply corporate image to all material and keep consistent look
•Type, collate, bind and mail RFP’s
•Design/animate/produce PowerPoint presentations for prospective clients using: market and property data, retouched photographic and drawing images, Internet graphics, demographic and financial graphs, organizational charts, stacking plans, maps, etc.
•Scan and fine tune floor plans, photographs and other materials
•Establish, develop, maintain, update, retrieve files (digital and hard-copy)
•Input information into database (SalesLogix)
•Schedule appointments, arrange travel
•Backup receptionist
•Overnight materials as needed
•Assist with set up and clean up of food and presentations in conference rooms
•Occasionally assist other departments as required
•Help make coffee and unload and reload dishwasher in kitchenNORMAL WORKING HOURS and DAYS: Mon - Fri; 8:30 a.m. - 5:30 p.m.; 1 hour meal break; overtime occasionally as required.Please forward a copy of your resume in MS Word format to:
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REQUIREMENTS
Experience/Background/Knowledge: 4+ years' general administrative background, including word processing; preparation of spreadsheets, graphs and charts; desktop publishing; presentation materials. Construction Management and/or Real estate background a plus.Skills: Advanced MS Word; intermediate MS Excel and PowerPoint; beginning Photoshop, Acrobat and InDesign; proficient typing, approx. 60+ wpm; excellent spelling and grammar; good phone skills; sets priorities and meets deadlines; able to multi-task; carefully proofs own work.Appearance/Personality: Professional, upbeat, energetic, takes initiative, dependable, takes pride in work, works independently and with a team, and attention to detail. The individual must be able to work in a fast-paced environment with demonstrated ability to juggle and prioritize multiple, competing tasks and demands, and seek supervisory assistance as appropriate.Special Requirements: Able to work overtime occasionally at last minute