Executive Administrative Assistant

COUSINS EMPLOYEES LLC•Austin, TX

26d•Onsite

About The Position

The Executive Assistant position is in commercial real estate. This individual will report directly to the Senior Vice President & Managing Director in our Austin market. This individual must be proficient in all aspects of administrative support and possess an ability to multitask. Outstanding customer services skills are critical to properly interact with other employees, business leaders, vendors, and customers. Verbal and written communication skills are vital to success. Attention to detail, quality communication, accuracy, a high sense of urgency, the ability to manage projects and protect confidential information are essential. This is an on-site position in Austin, Texas. This is not a remote or hybrid position.

Requirements

A high school diploma or GED equivalent is required.
A minimum of 3 years administrative/office manager experience is required.
Proficient use of Microsoft Office computer application programs is required.
To perform this job successfully, the incumbent must work well with others and interact positively with customers.
The incumbent must possess excellent communication skills; must be detail-oriented and well organized; and must have the ability to manage time and multiple projects efficiently and achieve the required results.
Must possess a professional demeanor and handle issues in a confidential manner.
Must be able to work well in a team environment.
Proven writing and verbal communication skills.
Strong grammatical and practical use of the English language.
The incumbent must be able to define problems, collect data, establish facts, and draw valid conclusions.
Responsiveness – Need to perform responsibilities with an acute sense of urgency to meet the needs of others; respond to solve problems; willing to accept a variety of tasks associated with this position and be flexible.
Integrity - Demonstrate sound business ethics; consistently comply with organizational values; protect confidential information.
Customer Service – Demonstrate optimum customer service delivery while performing all job functions.
Communication - Able to clearly express ideas; present verbal information in a straightforward manner; ask questions in order to open channels of communication; listen to understand perspective of others.

Nice To Haves

A Bachelor’s degree is preferred.
Commercial Real Estate Experience preferred.

Responsibilities

Manage the annual budget process, including entering budget data, updating financial information, and preparing reports.
Code invoices related to leasing, development, and commissions, ensuring timely processing and payment to vendors.
Manage the Leasing & Development budget throughout the year by coding invoices to the appropriate general ledger (GL) accounts and monitoring expenditures against budget.
Manage the marketing budget for the Austin portfolio, ensuring effective and appropriate use of funds.
Monitor outstanding invoices and work with vendors and internal departments to resolve billing discrepancies.
Assist with financial reporting and other accounting-related administrative tasks as needed.
Manage the daily operations of the leasing and development office, including phone coverage, scheduling meetings, and keeping inventory on office supplies.
Maintain the leasing and development calendar and coordinate appointments and meetings.
Perform initial invoice coding and submit invoices through online approval system, Yardi.
Provide basic IT support for office staff by assisting with software and equipment issues and coordinating with IT when needed.
Preparing leases, contracts, and other important documents for signature.
Ensuring legal documents are set to the proper parties once executed.
Prepare and coordinate shipments of important documents to corporate headquarters.
Maintain organized electronic and physical filing systems while safeguarding confidential information.
Ordering meals for training, meetings, and events in the office.
Scheduling quarterly volunteer opportunities for the Austin Team.
Plan and organize team-building events, employee recognition activities, and morale-building initiatives.
Plan and support broker functions and other marketing or leasing-related events.
Assist with other office events and special projects as assigned.
Build and maintain positive relationships with customers, vendors, brokers, and business partners by providing professional, responsive service.
Serve as a primary point of contact for the leasing and development team.
Respond promptly to inquiries while maintaining a high level of professionalism and customer service.
Collaborate with internal departments, including property management, marketing, and accounting to support business objectives and ensure seamless operations.