Position Summary

The Administrative Assistant provides critical administrative and operational support to the Director of Development Sales and department. This role will take ownership of key administrative responsibilities including scheduling, CRM management, reporting, sales administrative tracking, MLS listings, dashboard updates and file organization.

The successful candidate will become deeply familiar with the divisions complete workflow and proactively support each stage of the process. By managing routine administrative tasks, maintaining accurate information, anticipating needs, and facilitating workflow between team members. 

Key Responsibilities

Administrative Support & Capacity Management

• Manage      day-to-day administrative responsibilities 
• Maintain      calendars, schedules, meetings, appointments, and follow-up items.
• Prepare      meeting materials and assist with coordination and follow-through.
• Track      deadlines, action items, and outstanding tasks.
• Proactively      identify administrative tasks that can be handled independently to      increase departments efficiencies.
• Anticipate      the departments needs and take ownership of routine responsibilities      without requiring constant direction.
• Serve      as a dependable point of support for the Director of Development Sales

Sales Administration

• Assist      with tracking sales activity, pending items, deadlines, and follow-ups.
• Maintain      accurate and organized sales files and documentation.
• Ensure      required documents and information are available when needed.
• Support      the sales process administratively from initial activity through      completion.

CRM, Reporting & Sales Tracking

• Maintain      accurate and current information within the CRM system.
• Maintain      sales tracking reports and departmental dashboards.
• Prepare      and update routine reports for the Director of Development Sales
• Monitor      information for accuracy and follow up on missing or outdated information.

MLS Listings & Website Updates

• Maintain      and update listings as directed.
• Ensure      listing information is accurate, complete, and current.
• Coordinate      listing updates and related administrative requirements.
• Maintain      department dashboards and update information as needed.
• Monitor      listing and dashboard information for accuracy and consistency.

File & Document Management

• Maintain      organized electronic and physical filing systems.
• Save,      name, organize, and retrieve documents according to department standards.
• Ensure      important records are stored accurately and can be located quickly.
• Maintain      orderly documentation throughout the process.

Learn & Facilitate the Full Department Workflow

• Learn      the entire Development department workflow, including how administrative,      sales, CRM, listing, reporting, documentation, and other processes      connect.
• Understand      what information, documents, and actions are required at each stage of the      workflow.
• Step      in to facilitate workflow when team members need administrative support.
• Cross-train      across departmental functions to provide coverage and continuity when      needed.

 Qualifications

• 1–3      years of administrative, office, sales support, or similar experience.
• Strong organizational skills and exceptional attention to detail.
• Ability to manage multiple priorities and deadlines.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office or similar software.
• Comfortable learning CRM systems, MLS platforms, dashboards, and other technology.
• Strong computer skills and ability to learn new systems quickly.
• Ability to work independently and take initiative.
• Professional judgment and discretion when handling confidential information.
• Ability to communicate effectively with sales professionals, clients, vendors, and      internal team members.