Executive Assistant

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Consider a career with Hammes if you are interested in being a part of a dynamic and entrepreneurial environment! We have been recognized as one of the Best Places to Work in Healthcare by Modern Healthcare and one of the Best Places to Work in Money Management by Pensions & Investments.

Founded in 1991, Hammes is a vertically integrated real estate solutions platform. Our capabilities include real estate strategy and planning, project management, development, investment and property management for healthcare clients and other leading institutions. Hammes is consistently ranked as one of the nation's top healthcare developers by both Modern Healthcare's Construction & Design Survey and Revista's Outpatient Healthcare Real Estate Development Report.

Position Summary

The Executive Assistant will provide critical administrative support to executive staff members. Success in this role requires advanced technical and administrative skills as well as highly developed interpersonal communication abilities. Exercising tact and diplomacy, you will handle complex and highly confidential information with the utmost discretion. The Executive Assistant will be responsible for answering company phones, maintaining executive calendars, making travel arrangements, developing daily correspondence as required by executive staff members, assisting in the production of special materials and with projects, acting as liaison to clients, company personnel, and other third-party relationships, establishing filing systems, maintaining contracts, working with vendors and staff when necessary.

This position will handle special projects that require independent judgement, always identifying processes/procedures to maximize efficiencies, and ensure smooth functioning of the executive(s) supported.

The Executive Assistant must have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. This position requires the incumbent to be a self-starter and poses the ability to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Principal Duties and Responsibilities

This list of duties and responsibilities is not all inclusive and may be expanded to include other duties and responsibilities, as management may deem necessary from time to time.

• Routinely provide support and assistance on project-related work. This may include research, collaborating and working with key stakeholders, working independently to prioritize responsibilities, solving practical problems, dealing with a variety of variables in situations, interpreting information, and communicating on follow-up items.
• Manages and maintains complex and detailed executive schedules (prioritizing conflicts accordingly) and appointments.
• Arranges airline travel, hotel reservations and ground transportation via online booking system. Prepares travel itineraries as required.
• Processes invoices and submits expenses for executive(s). Ensures all policies are followed and items are processed within provided guidelines.
• Answers and screens incoming calls to determine the level of priority while using caution in dispensing information.
• Prepares, edits, and formats correspondence, communications, presentations, and other documents, including those of a confidential nature.
• Demonstrates administrative leadership support and acts as a professional liaison to the executive(s) supported.
• Coordinates logistics for both internal and external meetings including food, beverage, technology and meeting space. Assists with the preparation and production of any meeting materials needed.
• Establishes and maintains paper and electronic files and databases.
• Researches, prioritizes, and follows up on matters in a timely manner.
• Assists with Investor Portal activities including but not limited to managing the contact information and permissions of investors, updating contact information, modifying information as necessary, posting to the portal documents for each investor and…