Senior Administrative Assistant

Job Description

The Senior Administrative Assistant for Property Management is a pivotal position within the Property Management Department supporting the Executive Vice President. This individual performs administrative support, works closely with the property management leadership team on special projects, helps to develop a monthly department newsletter, promotes company core value initiatives, and works collaboratively with an office of 15 people in Downtown Minneapolis. Specifically, the job includes assisting the EVP Property Management, VP Property Management Operations, VP Sustainability and National Initiatives, and Director of Engineering. Support functions include preparing general word processing, scheduling, organizing, and attending leadership team meetings, presentation materials, and some data collection.

JOB REQUIREMENTS:

• Two to five years of related office experience required with a preference for a two- or four-year degree.
• High level of proficiency in Microsoft Office suite and aptitude for learning software applications used for accounting, budgeting, and tenant work orders.
• Must excel in supporting senior management in written and phone communications.
• Have strong interpersonal and customer service skills, as well as the ability to interact with all levels of employees and tenants using poise and tact.
• Have a strong work ethic, a high energy level, and the ability to manage multiple tasks requiring attention to detail.
• Must be able to professionally handle confidential information.
• Basic knowledge of accounting and familiarity with real estate terminology is helpful.
• Routine physical presence is required at the office to provide general support and backup to co-workers.
• Routine travel is not required for the position. Requires annual travel a couple times a year for two to three days to attend a company-wide meeting and a market leadership team meeting.

JOB RESPONSIBILITIES:

1)  General Administration:  (50% of Time)

• Greets visitors and courteously handles incoming calls to the EVP by resolving problems and requests or taking detailed messages to forward on to appropriate individuals.
• Schedules and organizes and coordinates activities for EVP Property Management such as meetings, travel, and conferences.
• Assists in hosting visitors to the regional office.
• Organizes charitable and team-building employee events.
• Provides EVP Property Management budget reports, tracking sheets, and training materials as requested.
• Creates meeting agendas and minutes on a local, regional, and national level.
• Assists the Property Management Department with special projects, including vendor management, training presentations, and tenant or internal communications.
• Research market data or specialty topics and prepare notes for EVP Property Management as requested.

2)  Accounts Receivables and Payables:  (10% of Time)

• Codes regional invoices for payment.
• Creates and processes all expense reports for the EVP Property Management.
• Reviews and routes expense reports from all direct reports for EVP Property Management approval.
• Prepares record keeping including invoice payment, check requests, expense reports, and corporate credit card expense documents.

3)  Vendor Management:  (30% of Time)

• Reviews vendor contracts prior to signature by EVP Property Management and routes to appropriate internal and external parties.
• Corresponds with Property Management team regarding issues or changes required on contracts.
• Assists with updating the Vendor Management Policy and acts as a resource for questions regarding the policy.

4)      Tenant Relations:  (10% of Time)

• Consolidates any tenant survey information into a summary report for regional management.
• Reports tenant related issues to management as necessary.
• Assists with corporate PLACEmaking tenant engagement activities and special events.

EOE/MFDV