Brookfield Properties | Administrative Assistant
- Country: United States
- Region: California
Brookfield Properties is looking for an in-person, Los Angeles-based Administrative Assistant (AA) to support the Senior Vice President, Leasing and the Leasing Function. This AA will manage the calendars, travel, and expenses of the SVP and will take charge of document management for leases, amendments, and more. This position will have a mix of fast-paced and diverse work (calendar and travel management) and repeatable, meticulous tasks (assembling lease packages). No matter what the assignment, it is crucial that the AA be highly detail-oriented, resourceful, and accurate. The ideal candidate is an exceptional listener and task manager; they are polished, proactive, and assertive. They anticipate the SVP’s needs, they’re confident asking clarifying questions when needed, they are willing to roll up their sleeves to take care of what needs to be done that day, and they use discretion. Candidates must be fully vaccinated against COVID-19 or have a qualified accommodation to be eligible for this role.
WHAT YOU’LL DO
Calendar Management for the SVP & Leasing Department
Be prompt and responsive to email and calendar requests. When priorities change quickly, respectfully communicate to those affected and seamlessly move meetings
Manage the SVP’s daily, monthly and quarterly meetings through a deep understanding of their priorities. Notice when their schedules are not working and create structures that allow them to focus on their highest leverage work
Consider personal matters when scheduling, including family events, school breaks, health appointments, vacations, etc.
Understand what the SVP needs to be successful before and after meetings. Create meeting prep, ensure they have time blocked to review it, and you ensure their timely follow up and follow through
Assist with broader Leasing Team shared calendar
Event Management & Travel
Act as the point person for property tours. Work with Property Management and Marketing teams to coordinate tenant/executive tours and compilation of related materials
Assist with planning and execution of 2-3 office events/activities per quarter
Coordinate travel (book flights, accommodations, etc.) and itineraries for the SVP (travel cadence varies but typically no more than 4 times/month)
Research and coordinate travel for senior management meetings, including RSVPs, flight details, accommodations, transportation, meals/reservations, itineraries, meeting rooms, directions, etc (less than twice a year)
Document Preparation and Management (up to 2 hours/day)
Organize and send lease packages, commission agreements, and other crucial documents via Docusign. Ensure details are correct, that documents are signed, and packaged in a timely way
Administer the department’s VTS software to update lease information, route status on lease approvals, enter new contacts/companies/brokers, input deal economics for tracking purposes, obtain all lease approvals, send out fully executed leases to Tenants/brokers and appropriate internal parties
Administer our digital file system, maintaining the organization of the system and ensuring that other team members are aware and are following documentation requirements and naming conventions
Print and organize quarterly reports, monthly variance reports, and other records into hardcopy books/binders for the SVP
Create polished PowerPoint presentations utilizing content and direction from SVP
Download documents from the network drive to local drive for easy access by executive. Occasionally prints to hardcopy.
Office Management
Answer phone and general email inquiries, and delegate effectively
Procurement of office supplies, as needed
Send and receive mail and package deliveries
Ad hoc coverage front desk coverage as needed and greet visitors as they enter the office
Other
Provide morning briefings to the SVP on upcoming meeting, priorities, etc
Expense management for the SVP and VP, Leasing
Maintain Outlook Contacts by inputting contact information from business cards, emails and other hardcopy 2-3 times weekly
Track incoming consulting invoices and payment dates. Follow up to ensure prompt payment and resolve any discrepancies
Other duties as assigned
QUALIFICATIONS:
3+ years of experience of executive assistant support. Will consider an equivalent level of education and experience
Demonstrated ability to prioritize tasks effectively and satisfy the administrative needs of multiple stakeholders
Excellent attention to detail, proven analytical ability. Ability to accurately enter data into software.
Strong communication skills with the ability to maintain successful business relationships and contacts. Must have exceptional grammar, excellent notetaking skills, and to write and speak clearly and concisely
Proven record of providing excellent customer service
Strong organizational skills with ability to manage multiple projects simultaneously
Proficient using software programs such as Microsoft Outlook, Word, Excel, and PowerPoint
Regular attendance on site is an essential function of this position. Must be able to work consistently as scheduled during normal business hours. There may be an opportunity for hybrid schedule after 90 days on the job.
To apply: https://boards.greenhouse.io/basehqeasearch/jobs/6109442002
Contact the recruiter, julianna@basehq.com if you have questions.
Reference : Brookfield Properties | Administrative Assistant jobs