Administrative Assistant

Mid-America Apartments•Memphis, TN

48d•Onsite

About The Position

The Administrative Assistant provides administrative support to management of a corporate department. The scope of administrative support will range from general to specialized based on the corporate function supported. The administrative responsibilities will include meeting planning and travel arrangements; communications and correspondence; processing invoices and expense reports; customer service. The successful candidate will embody and work to reinforce MAA’s Core Values. Those values include: Appreciating the uniqueness of each individual Communicating openly and with integrity Embracing opportunities Doing the right thing at the right time for the right reasons Duties and Responsibilities Provides general administrative support to management and designated corporate function. Provides administrative assistance which will range from routine and customary to varied, specialized and unique to the management and corporate function supported. Arranges for commercial travel, lodging, and itinerary for executive and/or guests for business meetings and events as needed. Plans, coordinates and schedules meetings. Prepares and distributes agendas to attendees in advance. Records and prepares meeting minutes and distributes to attendees; follows up on action items. Arranges food and beverage service as needed. Prepares written correspondence, presentations, and other materials for executive communications and presentations. Prepares drafts and proofreads for accuracy, grammar, spelling and style. Receives and screens phone calls and other communication or triages to appropriate individual(s) for action or response. Actively monitors and manages the calendar of executive. Accepts and schedule meetings as appropriate. Reviews and revises schedules as needed. Prepares and processes invoices and expense reports for assigned corporate function. Processes and submits approved invoices to Accounts Payable for payment. Records, researches, tracks, reports and monitors invoices and expenses. May research and gather data for budget preparation. Orders office supplies and services as needed. Maintains physical and digital records for area of responsibility. May coordinate and/or maintain confidential documentation such as contracts, agreements, or other proprietary information or data. Performs other related duties as assigned to meet the needs of the business.

Requirements

High school diploma/GED and 3-5 years of administrative support experience required, or an equivalent combination of education and experience.
Administrative support skills to manage communications, calendar, filing, and other activities on behalf of others
Meeting planning skills to arrange accommodations, prepare agendas, record and distribute minutes, and follow up
General bookkeeping knowledge and/or financial management skills
Proficiency with Microsoft Office applications (Word, Excel, Outlook and PowerPoint)
Skill and ability to clearly and concisely communicate verbally and in writing with professionalism
Skill in applying critical thinking, analysis and problem-solving methods and skills
Knowledge and skills to manage projects, organize, prioritize, and meet deadlines and ensure appropriate follow-up and closure
Flexibility and ability to adapt to changes in demands, expectations and/or deadlines
Attention to detail and accuracy
Ability to maintain confidentiality and maintain appropriate discretion

Nice To Haves

Executive or administrative support experience for a department and/or multiple managers preferred
Bookkeeping and/or budgeting experience preferred
Bachelor’s degree preferred
Experience within a specific corporate function (e.g., IT, marketing, HR, etc.) preferred

Responsibilities

Provides general administrative support to management and designated corporate function.
Provides administrative assistance which will range from routine and customary to varied, specialized and unique to the management and corporate function supported.
Arranges for commercial travel, lodging, and itinerary for executive and/or guests for business meetings and events as needed.
Plans, coordinates and schedules meetings.
Prepares and distributes agendas to attendees in advance.
Records and prepares meeting minutes and distributes to attendees; follows up on action items.
Arranges food and beverage service as needed.
Prepares written correspondence, presentations, and other materials for executive communications and presentations.
Prepares drafts and proofreads for accuracy, grammar, spelling and style.
Receives and screens phone calls and other communication or triages to appropriate individual(s) for action or response.
Actively monitors and manages the calendar of executive.
Accepts and schedule meetings as appropriate.
Reviews and revises schedules as needed.
Prepares and processes invoices and expense reports for assigned corporate function.
Processes and submits approved invoices to Accounts Payable for payment.
Records, researches, tracks, reports and monitors invoices and expenses.
May research and gather data for budget preparation.
Orders office supplies and services as needed.
Maintains physical and digital records for area of responsibility.
May coordinate and/or maintain confidential documentation such as contracts, agreements, or other proprietary information or data.
Performs other related duties as assigned to meet the needs of the business.