Executive Assistant to the Chief Administrative Officer

Buckingham Companies•Indianapolis, IN

About The Position

The Executive Assistant to the CAO provides administrative support for the Chief Administrative Officer including calendar management, travel and expense administration, meeting preparation and minutes, report preparation and distribution, communication assistance to the teams, and assigned projects. The Executive Assistant to the CAO also coordinates many special projects and tasks for the company including some office management functions.

Requirements

Bachelor’s degree or commensurate experience
Knowledge of Microsoft Office Suite; Yardi a plus
Advanced Excel skills
Minimum of five years of progressive experience in office administrative responsibilities
Financial analysis experience a plus
Technology savvy with software
Working knowledge of office equipment such as copiers and binding machines
Demonstrated experience in managing multiple tasks in a fast-paced environment
Excellent writing, spelling and grammar skills
Exceptional organizational skills
Demonstrated success in well-developed listening, interpersonal, collaboration and communication skills and working with multiple personalities.
Demonstrated success at problem solving and handling complex issues with a calm demeanor.
High degree of professionalism, integrity and trustworthiness
Ability to maintain confidentiality, professionalism and discretion
Exceptional leadership, communication and collaboration skills
Demonstrates a passion for winning
High-energy, enthusiastic
High learning agility
Coachable
Provides & solicits feedback
Embraces change
Values & promotes teamwork
Customer-centric; puts customer needs first
Exceptional analytical and problem-solving skills
Highly developed verbal and written communication skills
Close attention to detail, strong organizational skills, and ability to prioritize and multi-task
Ability to manage multiple assignments with changing priorities and in a fast paced environment
High degree of accountability, sense of urgency, flexibility, and adaptability

Nice To Haves

Yardi a plus
Financial analysis experience a plus

Responsibilities

Provides administrative support, including travel, email and telephone coverage, scheduling, copier, PowerPoint preparation, expense reports, conference/meeting or education scheduling, report preparation, meeting prep and meeting notes, and necessary communications internally and externally.
Completes correspondence including email, letters, memos, forms, policies, procedures and confidential information.
Prepares materials for meetings, attends meetings when required, takes meeting notes and distributes them to appropriate team members.
Creates and maintains detailed online filing system.
Assists with special projects from the CAO as needed
Provides support for the CAO around internal customer service surveys, annual reviews and KPI’s
Assist in the prioritization and implementation of corporate goals and initiatives.
Complete Payscan & Invoice Approvals assigned to CAO
Prepare agendas and materials for all weekly CAO meetings including one-on-one meetings with direct reports
Prepare financial reports monthly, quarterly
Complete annual reporting such as YOY comparison
Schedule NMHC, conferences, training, for CAO and direct reports as assigned
Manage renewals such as Membership renewals – IAA, NMHC; Employee Certification Renewals
Travel Management- Legal/Compliance, Asset Management, IT, Business Solutions, Accounting, CAO team
Reconcile and code company credit card expenses in Concur for the CAO or other team members as determined by the CAO
Expense Reporting – CAO, and self
Liaison for external travel partners / vendors
Order office supplies and other supplies needed for Management
Manage the inventory for the 2nd floor – office and kitchen supplies
Assist the other admins with managing the office for packages, mail, guests as needed
Provide leadership and communication to the other assistants for office management best practices and processes
Site Tour Tracking for CAO
Expense Report Approvals – as needed
PTO Approvals for CAO and direct reports – by submission
Contacts Management
Leadership Outings / Event Planning Assistance
Tracking and management at CAO’s request
Other duties as assigned by the CAO
Manage budget timeline for corporate office
Manage Buckingham General inboxes / voicemails
Review and approve Office Contracts annually
Review and approve corporate invoices (i.e. Shredit, Engledow, Konica Minolta, etc. monthly)
Holiday Decor Coordination