Executive Administrative Assistant

Key Responsibilities (Essential Duties and Functions) :

This list of duties and responsibilities is not all-inclusive and may expand to include other duties and responsibilities based on business need.

• Act as a liaison with other senior-level management, departments, and outside organizations.
• Interact positively and professionally with Clients, Vendors, Agency representatives, Property Managers, residents, and other corporate and organizational leadership.
• Gather data and prepare reports for weekly, monthly, and bi-monthly submissions to various agencies and executives.
• Ability to identify problems in processes, and willingness to propose plans for improving processes when needs are identified.
• Coordinate, plan and set up executive meetings, which may include ordering lunches, setting up equipment and chairs, and running appropriate technology.
• Actively engage and take initiative with executives and other leadership to determine needs, identify tasks, and set goals.
• Answer phone calls, respond to initial call as needed in a professional manner, log the call, and direct to the appropriate person.
• Prioritization of tasks based on who assigns the task, when the task is due, and the immediacy of the task deadline.
• Maintain electronic files in an organized manner consistent with the organization’s existing file structure.
• Edit and prepare formal agreements, presentations, and other documents.
• Reconcile expense reports and invoice allocations.
• Read, review and manage a large quantity of emails.
• Gather, sort, stamp and distribute mail; prepare packages for FedEx.
• Draft and edit memos and letters.
• Prepare itineraries and handle all travel arrangements including flights, hotels, and transportation.
• Manage and organize logistics for internal and external functions, including conferences, trainings, receptions, application workshops, etc.
• Work quickly, efficiently, and accurately to complete all tasks.
• Other special projects may be assigned.

Education / Experience :

Work Environment / Physical Demands :

McCormack Baron is an Equal Opportunity-Affirmative Action Employer, committed to diversity, inclusion, equity and belonging.