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Requisition Number 18-0015
Title Executive Administrative Assistant
Location Colorado Tower
City Austin
State TX
Description

Executive Assistant

The Executive Assistant will be responsible for providing comprehensive assistance to the Market Leader and the Director of Property Management. This includes preparing and editing proposals, coordinating projects, and managing calendars. This position involves working well with all levels of internal management and staff as well as outside clients and partners. The role requires strong communication and relationship building skills, advanced level computer skills and strong organizational skills.

Job Responsibilities:

  • Coordinate distribution, execution and processing of all pre-lease, lease and commission documentation.
  • Coordinate payment of commissions to outside brokers.
  • Maintain broker and vacant space databases for the portfolio.
  • Weekly, monthly and quarterly reports as relates to leasing updates and information required for ownership reports.
  • Maintenance of lease files.
  • Work with accountant and property management as pertains to invoicing, budget and other special projects.
  • Plan and execute marketing plan as relates to advertising, broker and tenant entertainment and special events.
  • Maintain marketing budget and audit on quarterly basis.
  • Work with architect to update and maintain current lease logs for marketing diagrams.
  • Secondary point of contact for brokers as relates to preliminary marketing information and/or coordinating schedules with leasing personnel.
  • Responsible for managing multiple calendars and outlook contacts.
  • Responsible for proofreading documents for accuracy, and ensure they are properly organized and in the final presentation stage.
  • Prepare and process expense reports and initiate invoice processing.
  • Become the main point of contact for information flow between leasing, lease administration, legal, accounting, and off-site property management.
  • Coordinate details of executive and senior level meetings.
  • Act as liaison with external and internal clients & partners
  • Manage travel reservations and schedule.
  • Assist with preparation of Quarterly Board Book materials
  • Other duties as assigned.
Requirements

Requirements:

  • Bachelor's Degree preferred.
  • A minimum of three years of experience as an Executive Assistant.
  • Experience in a development or real estate/leasing environment preferred.
  • Demonstrated ability to read and interpret lease documents.
  • Experience with Yardi/ Deal Maker required.
  • Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook, Access, Visio) is required.
  • Adobe Acrobat a plus.
  • Experienced in supporting senior management as well as providing support to two or more people simultaneously required.
  • Must have the ability to manage time and multiple projects efficiently and achieve required results.
  • Must be a self-starter and able to work well with minimal supervision
  • Must be a team player, able to work outside the core business hours when needed and willing to accept a variety of tasks associated with this position.
  • Must be detail and deadline oriented.
  • Must possess strong interpersonal skills and an ability to work and communicate effectively with all levels of operations.
  • Responsiveness- Need to perform responsibilities with an acute sense of urgency to meet the needs of others; respond to solve problems; willing to accept a variety of tasks associated with this position.
  • Integrity - Demonstrate sound business ethics; consistently comply with organizational values; protect confidential information.
  • Communication - Able to clearly express ideas; present verbal information in a straightforward manner; ask questions in order to open channels of communication; listen to understand perspective of others.
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An Equal Opportunity Employer