Executive Assistant- Corporate Facilities

About the Position Are you a well-organized, passionate people person with an interest in making an impact on your organization? This Executive Assistant position might be a great fit for you. We're looking for a candidate with a proven track record to provide direct, executive-level support to the Vice President of Corporate Properties & Facilities. This critical role interacts with all levels of staff and helps the Property and Facilities teams oversee the day-to-day operations of our corporate headquarters, working directly with the Vice President to organize, plan, and execute goals.

The Executive Assistant works both independently and collaboratively, helping drive our company culture and ensure departmental organization and success.

Position Responsibilities Provide executive-level administrative support to the Vice President across all aspects of day-to-day operations, as needed or requested.

Prioritize and facilitate communication within and across departments.

Manage and coordinate the Vice President's calendar through Microsoft Outlook, including travel arrangements, departmental meetings, and events.

Attend meetings, take notes/meeting minutes, and follow up with team members on assigned action items as needed.

Help complete company and executive initiatives.

Coordinate and assist with special projects as needed, including research, documentation, reporting, presentations, and analysis.

Maintain a sense of ownership and involvement in projects to help manage and reach departmental goals.

Manage heavy incoming and outgoing e-mail traffic, using discretion and sound judgment with confidential information.

Support the property team by assisting in scheduling meetings/interviews, reserving conference rooms, and coordinating and confirming meetings/interviews.

Vendor contract administration, bid summaries, and budget/variance report review.

Periodic property inspections and vendor walks.

Create and maintain a filing and organizing system for Property Management documents.

Accurately prepare correspondence, purchase orders, and other documents.

Prepare and maintain summary Excel spreadsheets.

Prepare monthly expense reports for the Vice President, Property Manager, and other team members (as required).Time coding for the Vice President, Property Manager, and other staff as needed.

Plan and coordinate property management events.

Manage, update, and close out work orders as needed.

Run errands as needed or requested.

Provide backup support as needed or requested.

Other tasks and assignments as needed or requested.

Here's What We're Looking For3 or more years of related executive administrative assistant or office manager experience, supporting senior management or executive-level staff

Associate's or bachelor's degree required

Technical proficiency with Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat/Bluebeam, internet navigation/research, and strong typing skills

Experience with internet-based work order software preferred (i.e., Angus Anywhere, Workspeed, etc.)Excellent interpersonal skills, with the ability to communicate with all levels of management and deliver professional, helpful, high-quality customer service that achieves desired, expressed, and unarticulated optimal results

Extremely professional and poised, exercising independent judgment and discretion while maintaining a high level of confidentiality

Detail-oriented, extremely organized, and able to multitask in a high-volume, fast-paced environment with strict, changing deadlines

Proven ability to manage multiple, fast-moving priorities and adapt to change with a sense of urgency

Ability to work with little supervision: meet deadlines, prioritize assignments, provide recommendations, and effectively communicate…