Function:
The Administrative Assistant provides comprehensive administrative support to the Design and Construction department under the leadership of the Senior Vice President of Capital Investments and Design & Construction. Responsibilities include developing and implementing organizational systems to enhance departmental efficiency and assisting the Design and Construction team with various functions, such as budgeting, scheduling, expense reports and database preparation and tracking.
Responsibilities:
- Act as the internal and external liaison for department executives to facilitate efficient daily operations.
- Assist the team with daily workflow, including drafting, typing, proofreading, and editing various documents and communications.
- Coordinate travel arrangements and related logistics.
- Schedule appointments and manage the department Outlook calendar and contacts.
- Arrange meeting logistics, including reserving rooms, coordinating participants, and providing refreshments or catering as needed.
- Organize logistics and action items for departmental initiatives.
- Support the coordination of multi-disciplinary teams for development and capital projects.
- Collaborate with executives to compile written project updates and meeting minutes as needed.
- Maintain an organized electronic and paper filing system for departmental records.
- Process departmental invoices, prepare expense reports, and track reimbursements.
- Screen and manage incoming mail, as well as prepare outgoing mail and overnight deliveries.
- Assist with special projects assigned by the Senior Vice President.
- Serve as a backup receptionist when required.
Skills:
- Ability to work effectively as either a team player or independently, in a fast-paced environment while prioritizing projects to ensure timely deliverables.
- Excellent organizational skills, including experience in preparing timelines and prioritizing workload. Must have the ability to independently review and organize departmental tasks.
- Good judgment and business acumen are needed to make well-reasoned decisions with respect to matters arising on a day-to-day basis.
- Excellent verbal communication and client management skills.
- Ability to handle all communications diplomatically and confidentially.
- Outstanding writing skills, including the ability to prepare draft memorandum and correspondence with minimal supervision and accuracy.
- Ability to proofread and ensure the accuracy of work is critical.
- Proficiency in Microsoft Office, including Outlook, Excel, and PowerPoint.
- The ability to prepare charts and graphs in PowerPoint and Excel for presentations is required.
- Self-motivated, goal-oriented, and results-driven.
Education and Experience:
- High School Diploma required; Some college preferred.
- 5-7 Years of administrative experience.
- Experience in Construction Management is a plus.
- Knowledgeable with E-Builder, Visio, Yardi Voyager (Yardi Asset and Property Management Software) or enterprise accounting/project management systems is a plus.
Work Environment:
- Position is based in Bethesda, MD
- Onsite in the office four days a week, with one designated remote workday.
Compensation:
- $70,000-$75,000
- Target bonus up to 10%
- Health Care Plan (Medical, Dental & Vision)
- Retirement Plan (401k, Roth)
- Life Insurance
- Short Term & Long Term Disability
- Paid Time Off
- Paid Holidays
- Transportation Benefits
- Training & Development
- Free Food & Snacks
- Discounted Health Club Membership
- Franchisor Hotel Discounts
