Executive Administrative Assistant/Office Manager

Mill Creek Residential•Dallas, TX

About The Position

The Executive Administrative Assistant/Office Manager’s primary responsibilities includes working directly with MCRT Executives by completing high-level confidential special projects, screening and responding to telephone calls, coordinating travel arrangements, setting appointments and arranging meetings, as well as, preparing, organizing and distributing materials. This position is also responsible for approving and processing invoices, maintaining financial and confidential records and other various services.

Requirements

Minimum five years office administration and management experience supporting Senior Management is required for this position.
Ability to read, write, understand, and communicate in English.
Ability to use a personal computer and have a working knowledge of Microsoft Outlook, Word, Excel and PowerPoint.
Ability to use general office equipment, such as telephone, fax machine, printer, copier, and scanner.
Excellent customer service and interpersonal skills; ability to relate to others.
Professional verbal and written communication skills.
Strong organizational and time-management skills.
Ability to perform basic mathematical and accounting functions.
Ability to multi-task.
Ability to take initiative.
Ability to make quick and effective decisions.
Ability to analyze and resolve problems.
Ability to set and meet goals.
Ability to manage a team.
Ability to interview applicants.
Ability to train.
Ability to consistently meet deadlines.
Ability to maintain flexibility and creativity in a variety of situations.
Ability to maintain confidentiality.
Ability to drive an automobile.

Nice To Haves

Bachelor’s degree in Business, Management or related real estate field is preferred for this position.

Responsibilities

Organizing and expediting workflow for the Executive’s office.
Handling special projects (some are confidential) assigned by Executives and ensuring they are completed timely and accurately. These may include due diligence studies; acquisitions; site selections, banker/investor negotiations, etc.
Confidently maintaining Executives’ calendar, appointments, travel arrangements and files.
Planning meetings, conferences, and other various functions and activities.
Preparing materials for meetings and ensuring they are accurate and organized.
Interviewing, hiring, training, and supervising other administrative support staff.
Handling communication between other offices and National Offices.
Researching internal and external vendor services; resolving issues; reviewing and selecting high service vendors.
Preparing and sending correspondence, memos and emails for Executives.
Approving and processing invoices and expense reports and maintaining organized records.
Managing petty cash.
Working with budget forecasting and variances reported monthly.
Participating in Company-provided training such as safety, non-discrimination, information systems and harassment prevention.
Complying with all Company National Standards, applicable health and safety rules and regulations, as well as applicable local, state, and federal laws.
Tracking ongoing requirements for Executives’ professional association memberships and licenses/designations.
Communicating with national office’s property management on building requirements and maintenance needs.
Assisting Executives with basic tech support and coordinating with IT to process more complex technology needs.
Purchasing office supplies and maintaining multi-use office areas.
Welcoming guests at the office’s front desk.
Receiving, sorting and distributing daily mail and deliveries.
Maintaining office security by following safety procedures and controlling office access.
All other duties as assigned.