Administrative Assistant

Overview

• Provide comprehensive administrative support to ensure smooth operations and efficient scheduling for a dynamic executive in a fast-paced environment.
• Coordinate calendars, meetings, and priorities to optimize time management and organizational effectiveness.
• Prepare and maintain tracking spreadsheets for construction, capital projects, and sales-related tasks.
• Assist in preparing meeting materials, agendas, and follow-up notes for internal and external stakeholders.
• Support communication with managers, boards, and teams to ensure timely reporting and deadline adherence.
• Develop proficiency in industry-specific tools such as MRI, Building Link, and sales processes.
• Contribute to maintaining leasing inventory and tracking approvals for ongoing projects.
• Enhance organizational efficiency through proactive planning and effective communication strategies.

Key Responsibilities & Duties

• Manage executive calendars, schedule meetings, and prepare daily and weekly priority lists.
• Organize meeting materials, post-meeting notes, and track follow-ups and deadlines.
• Maintain tracking spreadsheets for active construction and capital projects.
• Assist with sponsor sale tracking and other sales-related tasks as needed.
• Support board follow-up notes, tracking, and communication with managers for reports.
• Handle phone calls, redirect inquiries, and assist in building team meeting agendas.
• Provide administrative support for leasing inventory and project approvals.
• Collaborate with teams to ensure timely completion of tasks and organizational goals.

Job Requirements

• Bachelor's degree in Arts or relevant field required.
• Minimum of 5 years of experience, with 7 years preferred, in administrative roles.
• Proficiency in Microsoft Word, Excel, and Teams essential.
• Strong organizational, time management, and multitasking skills required.
• Excellent written and verbal communication skills necessary.
• Experience in property management, project management, or real estate is a plus.
• Calm demeanor under pressure and strong customer service orientation.
• Familiarity with condominium board operations and industry-specific tools advantageous.