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Serves as the principal assistant to the Director of Real Estate. Schedules appointments and meetings, gives information to callers, and otherwise relieves division staff of clerical work and administrative and business detail by performing the following duties: Provides overall support to the Director and Associate Director of Real Estate, including calendar management and phone coverage, and meeting planning and coordination; coordinates with the executive Office on Board of Directors-related items; assists with the preparation of materials for presentation to the Trust Board of Directors; reads and routes incoming mail. Locates and attaches appropriate file to correspondence to be answered by others; composes and types routine correspondence (hard copy and e-files); and prepares final copies of documents from drafts written by others; conducts research and compiles statistical reports and project spreadsheets, creates and maintains database and spreadsheet files, and manages records and coordinates the work of the office; serves as timekeeper for Real Estate and maintain timesheets for division staff and data entry into time tracking system; assists the Director with Real Estate’s budget development coordination & management, including preparation of budget forms and spreadsheets and submission of budget documents; makes purchases of office supplies; processes purchase requests and coordinates with Procurement Division; answers and responds to calls on the department’s phone line; maintains open communications and good working relationships with internal staff and external contacts; keeps abreast of Real Estate issues and projects; organizes and maintains a file system, and files correspondence and other records; makes copies of correspondence or other printed materials, and prepares outgoing mail and correspondence, including e-mail and faxes; and makes travel arrangements and prepares travel documents for Real Estate staff. Full time position with benefit.
Requires at least three years of experience as an Administrative Assistant, a strong customer service orientation, ability to be flexible and to multi-task effectively, take the initiative and work independently, and manage the office budget and meet financial reporting requirements. Requires proficiency at Microsoft Word, Excel, and Outlook, and experience with PowerPoint.
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