Full-Time Administrative Assistant

The High Companies • Lancaster, PA

17h • Onsite

About The Position

The Administrative Assistant provides advanced, diversified and confidential administrative support services requiring a high degree of technical and communications/interpersonal skills and the ability to exercise a high degree of independent judgment and discretion. This position relies on broad experience and sound judgment to plan and accomplish goals in a timely, professional and confidential manner, while performing a variety of tasks. The support will be given in a way that is professional and cohesive with the mission and vision of the organization using the corporate values. Under limited supervision, this position provides diverse administrative and secretarial support, by performing a variety of routine and non-routine duties concurrently with ease and professionalism for the Commercial Asset Management team of High Associates Ltd. Individual will be confident, proactive, flexible, and adaptable in day-to-day activities.

Requirements

• High school diploma with additional general business training required
• Two (2) or more years’ experience in administrative support and/or customer service required
• Extensive knowledge of PC and Microsoft applications.
• Willingness to learn additional computer software as required
• Valid Driver's License required

Nice To Haves

• PA Notary public preferred

Responsibilities

• Manage extremely active business and personal calendar/schedule of senior management to ensure the manager is operating efficiently; perform functions that do not require their direct attention and attempt to keep their time as uncluttered and free as possible; follow up on own initiative.
• Manage a variety of special projects independently and sometimes as part of a team to successfully complete critical deliverables.
• Compile and organize information to compose, prepare, and edit correspondence.
• Coordinate, schedules, prepare agendas, and take minutes for senior management-level and development project meetings/committees for both Commercial and Hotels.
• Prepare meeting materials and follow-up on action items as required.
• Manage commitments to outside organizations, meeting arrangements, travel arrangements, and special projects including event planning.
• Meeting arrangements may include coordination of scheduling with all attendees, room reservations, meal and/or beverage service arrangements, videoconferencing technology, etc.
• May also arrange for regular off-site meetings, conferences, or license renewals.
• Assure that management has relevant files and are prepared for meetings and travel.
• Maintain inventory supply and organization of office and kitchen supplies for all HAL co-workers. Includes general office supplies, business cards, paper and toners for copiers and HP Plotter Machine for High Associates Ltd.
• Schedule repairs and maintenance of office equipment as required.
• Serve as liaison to corporate approved printing service.
• Assist HREG finance with monthly rent up charges for Commercial tenants.
• Process monthly services rendered invoices for both shared offices in Lancaster and Rossmoyne.
• Enter tenant rebills, HA department invoices and non-cash adjustments and post commercial late charges into MRI.
• Coordinate compilation of results for the annual Commercial Tenant Surveys for each property.
• May make minor edits to the survey.
• Work directly with each property manager to determine specific questions for their property.
• Compile and share reports with each property manager to address any concerns with tenants.
• Coordinate the HREG Annual Tenant Appreciation Golf Outing and work closely with the Marketing Events Manager, who Chairs the planning committee.
• Plan, schedule, organize all details for the event to run smoothly across several local golf courses. This includes registration of golfers and golf courses, lunch and post event activities, managing volunteers and communicating effectively with all involved.
• Maintain Expense Report on expenses incurred on the company credit card. This includes gathering receipts and coding information for expenses. Receipts need to be scanned and saved in a file attached to the expense report.
• Assist HA Property Services, providing phone coverage as needed, and entering maintenance requests.
• Assist with coding and processing invoices for payment for Client Service Teams Projects and Marketing Events.
• Serve as back-up for the Administrative Coordinator for Residential/Development.
• Maintains archived files and manages requesting files as needed.
• Perform other duties and assignments as assigned.

Benefits

• medical
• dental
• vision
• 401(k) Retirement Plan with a company match up to 6%
• Tuition Assistance with 100 percent reimbursement for approved courses and degree programs that are job-related and approved in advance by your supervisor.
• Employee Assistance Program provides professional, confidential assistance for any type of personal issue you or your eligible dependents are experiencing.
• High Family Foundation Scholarship is awarded annually to the children of High co-workers working at least 1,000 hours per year and employed for at least two years. Recipients are awarded $5,000 for each year they are enrolled in a two- or four-year accredited degree program.
• Good Measure Award is presented periodically to an individual or team from each of the High companies who exemplify The High Philosophy and who has gone above and beyond normal job responsibilities to provide "Good Measure."

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED