Executive Administrative Assistant

Description ESSENTIAL DUTIES: Creates Construction contracts and associated pay applications, lien waivers, change orders and related documents. Uploads and creates Contracts in Accounting System Assists and responds to vendor Accounts Payable inquiries. Reviews and uploads Construction invoices, pay applications and other documentation to Entrata and link invoices and documents to appropriate Entrata contracts.

Ensures the accuracy of all documents whether they are internally or externally generated. Assists with Contract tracking, signing and filing for site level contracts while also adhering to the contract signing policy. Organizes, creates and finalizes contracts for Executive Leadership. Performs general clerical duties including making photocopies, and sending, sorting, or distributing faxes, emails, and letters, etc.

Manages the reception area; greet guests and escort them to appropriate meeting spaces. Ensures overall Corporate office space is well-cleaned; responsible for ensuring regular clean-up or clean-out of common-use areas. Inspects and upholds the cleanliness standard with all departments that the Corporate office space remains clutter-free for all visitors or office tours at any time.

Politely and professionally answers telephone calls, emails, and other inquiries from team members, residents, vendors, etc. and directs them to relevant staff. Maintains accurate, complete and organized office files; implement efficient system management to access files and records on shared drive. Reserves and prepares meeting spaces for internal or external meetings or luncheons.

Responds to and resolves corporate office inquiries and questions. Responsible for adhering to set budgeting parameters for purchased supplies. Responsible for the Corporate and Site Level Amazon Accounts. Maintains users, payment methods, purchase restrictions and other safeguards within the Amazon Business Platform in a timely manner so as to not interrupt property operations.

Responsible for Managing users and budgets in Bill (DIVVY) within the Amazon Budget. Periodically maintains calendars and schedules travel, meetings, etc., for Executive Leadership. Periodically completes varying projects using different Microsoft Office tools. Provides support and assistance in the execution of special projects and assignments.

Promptly identifies and resolves any safety hazards, unkempt workspaces, etc. within the assigned department in an effort to ensure a safe and productive work environment. Supports Executive Leadership or Office Manager in presentation preparation, document reviews and data analysis when needed. Handles outside mailing duties.

Checks postal mailbox on a daily basis. Other duties as assigned.

Requirements

High School Diploma or Equivalent required; an Associate’s degree in office administration or related field preferred. Three (3) years of experience in an administrative or clerical role required. Two (2) or more years of work experience in a customer service role preferred. LICENSES & CERTIFICATIONS: N/A KNOWLEDGE & SKILLS: Ability to type at least 60 words per minute.

Excellent written and verbal communications skills. Excellent interpersonal and customer service skills. Excellent organizational and time management skills; strong attention to detail. Strong data entry skills. Ability to maintain confidential and meticulous records. Strong analytical, problem-solving, critical thinking, planning, and execution skills.

Ability to work independently and in a team environment. Proficient with Microsoft Office Suite or related software; possesses strong general computer skills. Proficient with or the ability to quickly learn accounting software/systems. Bilingual ability in English and Spanish preferred, but not required OTHER REQUIREMENTS: Valid driver’s license required