Quick overview
Job description
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
- Ability to communicate with management and staff at all levels and across all business units
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.