Administrative Assistant

Op Code
Work Site
Compensation:
State
Block
217
Remote
25/hr
Philadelphia,

Responsibilities:

  • Builds and maintains excellent internal and external relationships; stays on top of relevant real estate program information. This includes interface with internal partners and executives.

  • Follow-up with regional or office leadership as requested by Director of Real Estate on upcoming matters/deadlines

  • Extensive calendar and time management; ensures that Director of Real Estate is on time and prepared for meetings; consistently reviews calendar for changes, continually monitors and handles conflicts; schedules meetings or calls regularly

  • Prioritizes and manages multiple projects simultaneously and follows through on issues in a timely manner

  • Prepares both routine and confidential correspondence, reports, presentations and other complex documents; convert files from Excel to PDF and upload documents to SharePoint

  • Creates presentations for meetings with leadership teams and Co-CEOs; edit PowerPoint and InDesign files

  • Attends meetings, as appropriate, to stay informed and abreast of current corporate real estate projects; takes meeting minutes on calls and email to Director or Real Estate

  • Supports the leader on specific project needs for real estate initiatives, including preparing presentations, meeting notes and follow up, and gather relevant data from firm databases or key individuals.

  • Guide regional or office leaders on how to complete a Go to Strategy deck, which may include: where to find financial data for the document, what fields to edit vs leave alone

  • Compile data on broker fees/agreements in an Excel document

  • Update real estate location tracker

  • Coordinates detailed travel reservations and compiles and submits accurate expense reports

  • Addresses miscellaneous tasks as requested by leadership