Administrative Assistant
Bethesda, MD Property Management
Job Type
Full-time
Description

Fairstead looking for an Administrative Assistant to support the Executive, to perform a variety of administrative and clerical tasks. As an Administrative Assistant, you will be the first point of contact for the Executive, and you will provide administrative support across the team. You will handle the flow of people through the business and ensure that all administrative responsibilities are completed accurately and delivered with high quality and in a timely manner.

RESPONSIBILITIES:

  • Manage and maintain the Executive’s calendar, and phone, including but not limited to, screening and directing phone calls, taking messages, and coordinating meetings
  • Arrange and schedule business related travel arrangements, accommodations, and conferences
  • Maintain Executive’s correspondence, including but not limited to, opening, sorting, filing, and distributing email, faxes, and mail
  • Liaise with the Accounting Department for all expense reports for the Executive, and project teams
  • Provide administrative support to operations team when necessary
  • Analyze and draft memos, letters, and/or correspondence as directed by the Executive
  • Maintain all project related documentation and correspondence in share drive
  • Follow up on outstanding project related correspondence as directed by the Executive
  • Monitor the schedules for various projects
  • Maintain company contacts database; liaise with senior team and communicate best practices
  • Serve as back up to the office coordinator: Visitors by greeting, welcoming, directing and announcing them appropriately. Manage heavy call volume from vendors, and employees and direct callers to appropriate people. Oversee and support all administrative duties in the office and ensure that office is operating smoothly. Receive and sort incoming mail and deliveries and manage outgoing mail
  • Assist with special projects
  • Other tasks and special projects as required by management
Requirements

  

QUALIFICATIONS:

  • Minimum of 3 years of experience supporting an Executive
  • Experience in a development and/or real estate related firm, preferred
  • Strong written and oral communication skills
  • Highly organized with attention to detail
  • Strong time management skills with the ability to prioritize and complete job assignments under tight deadlines
  • Strong inter team collaboration 
  • Ability to work independently and as a member of a larger team
  • Ability to maintain confidentiality
  • Ability to successfully work on multiple projects and/or tasks simultaneously
  • Proficient in Microsoft Office products (Outlook, Excel, and Word).