About this role
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Schedule and coordinate meetings and conference calls.
- Monitor inboxes and calendars.
- Prepare agendas, documentation, client briefs, expense reports and presentation materials.
- Participate in management meetings; create agendas, take notes and follow-up on action items.
- Responsible for retrieving, opening and sorting daily mail from Cash Room.
- Scan HUDs for Transaction Coordinators that arrive on daily basis.
- Prepare organizational charts and presentations utilizing PowerPoint, Excel, and Visio.
- Interface with Facilities and Accounts Payable to ensure that monthly national rent invoices are accurate and paid in a timely manner.
- Draft and distribute correspondence to staff and clients on behalf of the EVP/SVP.
- Responsible for event planning for team meetings, events and strategy sessions.
- Review and approve travel and expenses.
- Process invoices, wires and reconcile credit card statements on a regular basis.
- Contact vendors to discuss invoicing and establishing services and rates.
- Order team lunch / breakfast for month end.
- Prepare and ship Fed Ex packages on a regular basis for local and national offices.
- Review and place supply orders for all offices both locally and nationally.
- Arrange all travel and coordinate with other operational departments as needed.
- Train new offices on basic administrative procedures such as calendaring, Go ToMeetings, conference calls, using Carrington’s official letterheads, creating expense reports, using GL codes and cost centers, and booking travel.
- Operate multi-line telephone system to answer incoming calls; take messages; direct callers to appropriate executive or department.
- Responsible for filing, copying, printing and faxing.
- Perform other duties as assigned.
ESSENTIAL KNOWLEDGE, SKILLS, ABILITIES, AND COMPETENCIES
- Excellent verbal and written communication skills
- Outstanding attention to detail and strong organizational skills
- Proficient with Microsoft Office Word, Excel and Power Point and Visio
- Ability to communicate with management and staff at all levels and across all business units
- Ability to maintain confidentiality
- Ability to build relationships with peers and other Administrative Assistants
- Ability to maintain composure and adapt to a variety of situations
- Ability to multi-task and work in a fast-paced environment
- Ability to prioritize and meet short deadlines
- Ability to be proactive and work independently
- Willingness to learn relevant aspects of the business
- Willingness to take initiative
EDUCATION, EXPERIENCE AND/OR LICENSES
- Bachelor’s degree or equivalent work experience.
- Mortgage or real estate industry experience.
- Two (2) or more years’ experience as an Administrative Assistant.