Administrative Assistant

Job Description

Overview: Provides administrative support to CEO, Vice President, Property Management, and the CFO

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Responsibilities:

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CEO Responsibilities:

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• Assists with coordination of CEO travel arrangements

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• Handles Theatre schedules and renewals, exchanges, purchases

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• Makes appointments for CEO

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• Maintains filing system for CEO

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• Updates CEO's calendar & phone book

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CFO Responsibilities:

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• Maintains filing system for CFO including financial statements, monthly investment statements, philanthropic files/records

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• Archiving accounting records annually

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• Assist with annual budgets

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• Assist with annual CAM reconciliations

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• General support including HR functions/benefits

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• Assist with annual business insurance renewal

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• Assist accounting dept with property management input

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Foundation Responsibilities

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• TBD

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Property Management:

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• Prepare work orders, contracts, blue slips as needed

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• Maintain project files including Budgets, Contracts, Chron files, and Marketing Agreement folders

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• Assist in preparation of Budgets and CAM Reconciliations.

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• Prepare correspondence to tenants as needed including partial payment letters, lease renewals, rent increases, late payment letters.

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• Assists with tenant calls including HVAC problems, transient issues, etc.

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• Assists with review of tenant and vendor insurance certificates and filing; follows up with tenants/vendors regarding expired

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• Maintain filing system

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Human Resources:

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• Assists in posting job ads, receiving and reviewing resumes, setting up interviews

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• Updates voice mail, telephones, office lists, inboxes, file folders, etc. when there is a new employee. Also responsible for training new employee on phone procedures and basic office functions.

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Front Desk Coordination

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• Answers incoming calls (very few per week)

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• Greets visitors and escorts to conference room (if applicable)

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• Accepts incoming deliveries

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Office Organization/Decorum:

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• Handles coordination of special events, holiday planning and other projects as requested;

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• Coordinates office organization and housekeeping functions with office staff

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• Ensures operation of office equipment by completing preventative maintenance, troubleshooting malfunctions and/or calling for repairs

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Typing:

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• Correspondence for CEO and Vice President

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• Contracts, proposals, reports

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• Other assignments as requested by CEO or VP

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Filing:

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• Property Management, archives, contracts etc.

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• CEO filing as requested

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Update Lists & Schedules:

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• MDI Speed Dial- as needed

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• Employee list- as needed

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• Office Calendars- Monthly

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• Holiday Lists- Annually Update calendar

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Mail:

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• Open and distribute mail

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• Prepare outgoing mail (type envelope or label, apply correct postage)

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• Prepare and coordinate outgoing mail for special delivery or certified mail

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