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Executive Assistant - Asset Management

Company: The Swig Company

BASIC FUNCTION
This is an administrative position responsible for providing administrative support to the senior Asset Management Team, including maintaining, updating, and disseminating the company standard property and asset management forms, policies and procedures, and assisting in the creation of presentation and promotional materials. The position also supplies direct administrative support to the Executive Vice President of Asset Management, the Executive Vice President of Innovation & Community Impact and the VP’s of Asset Management. Finally, this position will back up the Executive Assistant to the CEO when that individual is out of the office, and will participate as required in other administrative support functions in the office.

ESSENTIAL RESPONSIBILITIES AND PRINCIPAL ACCOUNTABILITIES
• Provides full administrative support for Executive Vice President of Asset Management and Executive Vice President of Innovation & Community Impact.
• Schedules meetings, travel arrangements, and maintains Outlook Calendar and Contact lists as required.
• Provides administrative support as needed for Vice Presidents of Asset Management.
• Reviews lease summary forms, contract approval forms and contracts on a daily basis requiring a high level of detail and accuracy.
• Liaison between building management teams and VP’s of Asset Management.
• Coordination / administration of the Strategic Asset Plan process to include updating templates and instructions, and overseeing the calendar and review process.
• Back up support for the Executive Assistant to the CEO, including filling in when that person is out of the office.
• Back up support for the Receptionist & Administrative Assistant when either is out, including supplementary general office administrative back up on an as needed basis.
• Responsible for maintaining, updating and disseminating company standard forms related to property and asset management activities, including research to gather necessary information from internal and external resources. Coordinates meetings and/or training with the managers to rollout new forms and assists property managers and staff in completing forms correctly.
• Perform additional project work, as assigned.
• Available to other company executives for scheduling assistance and special projects as required.
• Coordination / administration of the Annual Meeting preparation meetings and PowerPoint Presentation with guidance from the EVP & Director of Asset Management and CEO

COMPETENCIES
JOB DESCRIPTION
• Well organized
• Comfortable working with electronic file storage, file organization, and records retention in accordance with company guidelines and protocol
• Strong communication skills to include business writing in a structured, logical, consistent format
• Willingness to take initiative
• Handles multiple projects or activities effectively, including supporting several senior personnel with minimal supervision.
• Ability to plan and prioritize work successfully and manage changing priorities
• Ability to read and understand various contracts and agreements
• Management of projects and tasks from beginning to completion
• Ability to work in a team environment
• Demonstrates accuracy and thoroughness in work assignments
• Ability to solve problems quickly and efficiently
• Willingness to take responsibility and ownership for projects and tasks
• Possess a high level of trust with regard to confidential company matters
• Ability to assemble professional promotional materials
• Excellent proofreading skills

WORK ENVIRONMENT
While performing the duties of this job, the employee is occasionally exposed to work near moving mechanical parts. The noise level in the work environment is usually moderate.
In addition, employee should be aware that hazardous materials may be present in the building.

PHYSICAL DEMANDS
The employee must frequently lift and/or move up to 10 pounds, and occasionally lift and/or move up to 25 pounds. While performing the duties of this job, the employee is regularly required to sit, use hands to touch, handle or feel. The employee is frequently required to talk or hear; reach with hands and arms, and climb or balance. The employee is occasionally required to stand, walk, stoop, kneel, or crouch.

QUALIFICATIONS
• Demonstrated organizational skills
• Strong computer skills, especially with Zoom, MS Word, Excel, Outlook and Power Point
• Proficient with creation and modification of online forms
• Commercial real estate, or related field, is a plus
• College education or equivalent work experience

Contact

Paul Cenni
San Francisco, CA
paulcenni@ascendtalent.io


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