Job Description

The Executive Assistant to the CAO provides administrative support for the Chief Administrative Officer including calendar management, travel and expense administration, meeting preparation and minutes, report preparation and distribution, communication assistance to the teams, and assigned projects. The Executive Assistant to the CAO also coordinates many special projects and tasks for the company including some office management functions.

Qualifications

Training/Education

• Bachelor’s degree or commensurate experience
• Knowledge of Microsoft Office Suite; Yardi a plus
• Advanced Excel skills

Experience/Skills

• Minimum of five years of progressive experience in office administrative responsibilities
• Financial analysis experience a plus
• Technology savvy with software
• Working knowledge of office equipment such as copiers and binding machines
• Demonstrated experience in managing multiple tasks in a fast-paced environment
• Excellent writing, spelling and grammar skills
• Exceptional organizational skills
• Demonstrated success in well-developed listening, interpersonal, collaboration and communication skills and working with multiple personalities.
• Demonstrated success at problem solving and handling complex issues with a calm demeanor.

Special Requirements

• High degree of professionalism, integrity and trustworthiness
• Ability to maintain confidentiality, professionalism and discretion
• Exceptional leadership, communication and collaboration skills
• Demonstrates a passion for winning
• High-energy, enthusiastic
• High learning agility
• Coachable
• Provides & solicits feedback
• Embraces change
• Values & promotes teamwork
• Customer-centric; puts customer needs first
• Exceptional analytical and problem-solving skills
• Highly developed verbal and written communication skills
• Close attention to detail, strong organizational skills, and ability to prioritize and multi-task
• Ability to manage multiple assignments with changing priorities and in a fast paced environment
• High degree of accountability, sense of urgency, flexibility, and adaptability

Responsibilities

Support to CAO

• Provides administrative support, including travel, email and telephone coverage, scheduling, copier, PowerPoint preparation, expense reports, conference/meeting or education scheduling, report preparation, meeting prep and meeting notes, and necessary communications internally and externally.
• Completes correspondence including email, letters, memos, forms, policies, procedures and confidential information.
• Prepares materials for meetings, attends meetings when required, takes meeting notes and distributes them to appropriate team members.
• Creates and maintains detailed online filing system.
• Assists with special projects from the CAO as needed
• Provides support for the CAO around internal customer service surveys, annual reviews and KPI’s
• Assist in the prioritization and implementation of corporate goals and initiatives.
• Complete Payscan & Invoice Approvals assigned to CAO
• Prepare agendas and materials for all weekly CAO meetings including one-on-one meetings with direct reports
• Prepare financial reports monthly, quarterly
• Complete annual reporting such as YOY comparison
• Schedule NMHC, conferences, training, for CAO and direct reports as assigned
• Manage renewals such as Membership renewals – IAA, NMHC; Employee Certification Renewals

Travel

• Travel Management- Legal/Compliance, Asset Management, IT, Business Solutions, Accounting, CAO team
• Reconcile and code company credit card expenses in Concur for the CAO or other team members as determined by the CAO
• Expense Reporting – CAO, and self
• Liaison for external travel partners / vendors

Office Management and Miscellaneous

• Order office supplies and other supplies needed for Management
• Manage the inventory for the 2nd floor – office and kitchen supplies
• Assist the other admins with managing the office for packages, mail, guests as needed
• Provide leadership and communication to the other assistants for office management best practices and processes
• Site Tour Tracking for CAO
• Expense Report Approvals – as needed
• PTO Approvals for CAO and direct reports – by submission
• Contacts Management
• Leadership Outings / Event Planning Assistance
• Tracking and management at CAO’s request
• Other duties as assigned by the CAO
• Manage budget timeline for corporate office
• Manage Buckingham General inboxes / voicemails
• Review and approve Office Contracts annually
• Review and approve corporate invoices (i.e. Shredit, Engledow, Konica Minolta, etc. monthly)
• Holiday Decor Coordination

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