Administrative Assistant to VP

HHDC•Chicago, IL

23h•Onsite

About The Position

The Administrative Assistant provides high-level, administrative support to the Vice President (VP) of Property Management and departmental staff for the coordination of all programs and activities of the department. This position requires that the assistant be highly organized, exceptional at managing multiple priorities, and is comfortable interfacing with all levels of internal management and staff as well as tenants and vendors. The Assistant maintains and protects highly confidential corporate information, is the first point of contact in person and on calls for the VP, and is comfortable working independently with minimal supervision.

Requirements

High school diploma/GED.
Three years of administrative experience in a similar position.
Excellent interpersonal and written and verbal communication skills.
Advanced proficiency in software applications such as Microsoft Office (Outlook, Excel, PowerPoint & Word) and ability to learn new software applications.
Basic math skills, including data entry ability.
Strong organizational skills that reflect the ability to perform and prioritize multiple tasks proficiently with strong attention to detail and follow up.
Must be a critical thinker and be detail oriented; accuracy is necessary.
Pleasant and professional attitude necessary.
Exceptional communication skills
Ability to time management skills

Nice To Haves

Associates degree is preferred.
Knowledge of Property Management affordable housing programs a plus.
Fluency in Spanish, written and spoken is a plus.

Responsibilities

Performs advanced, diversified, and confidential administrative support to the VP and property management corporate staff.
Prepares correspondence, manages schedule, and coordinates appointments for the VP.
Attend departmental meetings and captures action items when requested.
Handles confidential/sensitive information and documentation.
Completes expense reports and arranges travel as needed.
Assesses incoming calls, memos, submissions, and reports for action. Initiates routine and other correspondence, exercising discretion and judgment on priorities.
Resolves routine and complex inquiries. Refer inquiries to appropriate person and follow-up to.
Receives and documents tenant complaints and routes the complaints for resolution, following up to ensure complaints handled completely and expeditiously.
Maintains shared calendar for the Property Management corporate staff.
Assist with reports and analysis as needed.
Maintains various property management tracking logs, i.e., licenses, certifications, training, etc.
Schedule and coordinate meetings, conferences, and unique events. Draft agendas and create materials for routine meetings.
Provides back-up for the receptionist as needed.
Assists with special projects.
Performs other duties as assigned.