SUMMARY
The Administrative Assistant provides high\-level, administrative support to Vice President (VP) of Property Management and departmental staff for the coordination of all programs and activities of the department. This position requires that the assistant be highly organized, exceptional at managing multiple priorities and is comfortable interfacing with all levels of internal management and staff as well as tenants and vendors. The Assistant maintains and protects highly confidential corporate information, is the first point of contact in person and on calls for the VP and is comfortable working independently with minimal supervision.
ESSENTIAL JOB FUNCTIONS include the following.
- Performs advanced, diversified, and confidential administrative support to the VP and property management corporate staff.
- Prepares correspondence, manages schedule, and coordinates appointments for the VP.
- Attend departmental meetings and captures action items when requested.
- Handles confidential/sensitive information and documentation.
- Completes expense reports and arranges travel as needed.
- Assesses incoming calls, memos, submissions, and reports for action. Initiates routine and other correspondence, exercising discretion and judgment on priorities.
- Resolves routine and complex inquiries. Refer inquiries to appropriate person and follow\-up to.
- Receives and documents tenant complaints and routes the complaints for resolution, following up to ensure complaints handled completely and expeditiously.
- Maintains shared calendar for the Property Management corporate staff.
- Assist with reports and analysis as needed.
- Maintains various property management tracking logs, i.e., licenses, certifications, training, etc.
- Schedule and coordinate meetings, conferences, and unique events. Draft agendas and create materials for routine meetings.
- Provides back\-up for the receptionist as needed.
- Time management skills
- Assists with special projects
- Performs other duties as assigned.
- High school diploma/GED. Associates degree is preferred.
- Three years of administrative experience in a similar position.
- Excellent interpersonal and written and verbal communication skills.
- Knowledge of Property Management affordable housing programs a plus.
- Advanced proficiency in software applications such as Microsoft Office (Outlook, Excel, PowerPoint \& Word) and ability to learn new software applications.
- Basic math skills, including data entry ability.
- Strong organizational skills that reflect the ability to perform and prioritize multiple tasks proficiently with strong attention to detail and follow up.
- Must be a critical thinker and be detail oriented; accuracy is necessary.
- Pleasant and professional attitude necessary.
- Fluency in Spanish, written and spoken is a plus.
- Exceptional communication skills
- Ability to time management skills
- Provides excellent customer service over the phone and in person in a clear, professional, friendly, and respectful fashion to build and maintain positive relationships.
- Upholds confidentiality of sensitive materials.
- Exercises sound judgments in stressful situations to solve problems quickly and efficiently.
- Demonstrates flexibility and adaptability.
- Acts with integrity and demonstrates ethical behavior.
WORKING ENVIRONMENT
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
Position experiences interruptions and shifting priorities. May be required to deal with difficult people; expected to handle residents and visitors with calmness, diplomacy, and good social skills.
PHYSICAL DEMANDS
The physical demands are representative of those that must be met by an employee in an office setting to successfully perform the essential functions of this job. Walking, sitting, standing, stooping, kneeling, or crouching, reaching, handling; carrying and lifting objects, using office and computer equipment (visual contact and keyboard manipulation) as well as the telephone system. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Regular, predictable attendance and punctuality are imperative job functions. Evening and weekend work may be required as job duties demand.
MINIMUM QUALIFICATIONS
SUCCESS FACTORS