The Administrative Assistant will report to the 1st Vice President, Marketing & Communications or Vice President Marketing & Communications and provide administrative support to the Marketing & Communications team. A successful candidate will be able to support a high-producing team located across multiple offices.
Essential Functions:Manage team calendars including but not limited to: planning and scheduling meetings, conference calls, accepting and/or declining and/or rescheduling meetings and sending out meeting requests on their behalf. Prepare and process expense reports. Reconcile charges to Corporate and/or business credit card(s) and review, approve, code, and process invoices related to departmental expenses.Process and track purchase orders, invoices, work orders, agreements, contracts and other required approval documents.Compile data and develop reports for monthly, quarterly, and annual reporting to measure program effectiveness and determine ROI.Make and/or coordinate travel arrangements including but not limited to: arrangements related to booking commercial flights, hotels, ground transportation and updating itineraries for both domestic and international travel as required; as well as coordinating itineraries with others. Prepare and edit correspondence, communications and presentations.Coordinate internal meetings including video conference set-up, ordering food/beverages, preparation of agenda and/or other materials for meetings. Coordinate outgoing mail and parcel shipping including but not limited to: addressing, metering, and certified or registered mail, overnight delivery and intra-company.Set-up and maintenance of departmental and/or management files according to established criteria related to: contracts, documents, correspondence, agreements, reports, etc.Special projects such as: conducting internet searches, preparing reports, responding to information requests, preparation of executive materials as required and/or requested.Manage vendor database, department software and publication subscriptions, and other team resources.Assist the Events team with internal events, managing the events calendar, assigning event codes, budget tracking, vendor management, related travel and other event-related projects, Act as backup for other Assistants.Access to information requires discretion and judgment to maintain appropriate level of confidentiality.Build relationships across the firm and its various departments.Ability to complete responsibilities and projects with minimal direction/supervision.Demonstration of appropriate judgment and decision making in resolving issues that arise.Active, contributing member in a team environment.Compliance with company and departmental policies and procedures.Responsive to requests and demonstrate ownership in completing essential tasks and assignments.Professional, pleasant attitude and demeanor that positively reflects on the individual as a representative of the MarComm team.
Requirements:Bachelor’s degree and/or related experience 3+ years’ experience in an administrative role or similar combination of education & experience Ability to effectively interact and communicate both internally and externally across all levels of the organization Capacity to respond effectively and prioritize sensitive inquiries or complaintsStrong organizational, analytical and problem solving skillsExcellent written and verbal communication skillsAdvanced experience with Microsoft Office suite Industry experience in commercial real estate, financial services or marketing agency a plus