Administrative Assistant/Office Manager

Brixmor Property Group • Carlsbad, CA

8d • $60,000 - $65,000 • Hybrid

About The Position

The Administrative Assistant/Office Manager supports the West regional EVP and President in the Carlsbad office and oversees administration of the regional offices, including Carlsbad. The role coordinates executive schedules, meetings, travel, office operations, onboarding support, supplies, invoices, and regional office budgets. It also serves as a point of contact for office staff, IT, landlords, and guests, and contributes to special projects and general administrative work.

Requirements

• BA/BS undergraduate degree.
• Three to five years of experience in executive-level administrative support.
• Ability to handle confidential information.
• Strong attention to detail and organizational skills, with the ability to manage multiple tasks simultaneously.
• Ability to interact successfully with multiple levels of the organization.
• Excellent verbal and written communication skills for internal and external customers.
• Good judgment and decision-making ability.
• Good analytical skills and problem-solving abilities.
• Ability to take initiative and work independently with minimal direction.
• Ability to coordinate activities and efforts in a team-oriented environment.
• Superior time-management and prioritization skills, with the ability to meet project deadlines.
• Results-oriented approach to tasks, assignments, and responsibilities.
• Advanced proficiency in MS Outlook, Word, Excel, and PowerPoint.
• Ability to work 8:30 a.m. to 5:00 p.m. and additional time as necessary to meet reporting requirements.

Responsibilities

• Support the President’s goals by anticipating needs and delivering administrative results.
• Schedule and organize meetings, travel, and department activities.
• Serve as an HR liaison during onboarding; ensure equipment is ordered and available and respond to new employees’ questions or concerns.
• Coordinate with IT for group meetings and equipment checks.
• Handle miscellaneous office requests and concerns; coordinate with IT and the landlord, schedule requests, and troubleshoot issues.
• Track and order office supplies as needed.
• Manage the office or offices’ G&A budget and oversee the regional budget.
• Code office invoices, obtain manager sign-off when needed, and send invoices to accounting for payment.
• Lead office staff functions and help maintain strong office morale.
• Organize and prioritize office and department efficiency and manage receptionist coverage, including providing coverage when needed.
• Sort and distribute mail; open executive mail, assess its priority, and redirect it as required.
• Assist executives with schedule management and calendar coordination.
• Work independently and collaboratively on special, nonrecurring, and ongoing projects.
• Type and design correspondence, memos, charts, tables, graphs, and business plans.
• Prepare meeting materials, including PowerPoint presentations, informational binders, and folders.
• Maintain general files, including confidential information.
• Coordinate internal and external meetings, including food and audio/visual equipment.
• Greet external guests.
• Assist with general administrative duties and additional projects as needed.

Benefits

• Participation in the annual cash bonus plan.
• Hybrid work schedule: first three days of the week in the office, with the balance optionally remote.
• Benefits and perks package supporting career engagement, growth, good health, and connection with teammates and communities.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level