Job Type
Full-time
Description
This role serves as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO. Responsible for providing administrative support to the CEO and EVP, Operations (EVPO), by managing an array of tasks and responsibilities and preparing all departmental correspondence and reports.
Executive Support
- Answer all phone calls to CEO’s line.
- Manage and maintain CEO and EVPO calendar.
- Prepare correspondence and presentations for CEO.
- Travel arrangements and management of travel rewards accounts for CEO.
- Prepare expense reports for CEO and EVPO.
- Plan meals and coordinate lunches for CEO and EVPO.
- Management Meeting and Executive Meeting coordination and follow up
- Assist CEO with planning and execution of annual company-wide kickoff meeting
Operations Support
- Oversee and approve all records and retention policies; maintain all electronic and hard-copy records accordingly
- Review and approve corporate budget for general and administrative expenses annually
- Review and approve Certify reports for Operations team members
- Semi-annual audit and update of Business Continuity Plan
- Updating and formatting new P+P additions
- –Collect and create various operational reporting for review by the EVPO, such as the real estate tax tracker, insurance tracker and GC profitability report
- Tracking the status of LLC/entity corporate filings and annual reports with CSC
- Assist EVPO in filing litigation documentation
- Provide assistance to Accounts Payable to ensure that insurance bills are being paid in a timely manner
- Rotating admin duties
Requirements
- Excellent communication and interpersonal skills
- Ability to use discretion and maintain confidentiality
- Flexible to rapidly changing priorities
- Demonstrated ability to gather and organize information from several sources
- Ability to manage multiple priorities and work well under pressure
- Must be able to work independently with excellent judgment
- Proficiency in MS Word, Excel, PowerPoint, Outlook
- Proficiency in design software including Adobe Creative Suite required
- 3-5 years of experience as an administrative assistant required