Executive Assistant

Bell Partners•Raleigh, NC

1d•Onsite

About The Position

Join Bell Partners and be a difference maker. At Bell Partners, our mission is to be the apartment company of choice by creating value and honoring commitments to our residents, partners, and associates. We proudly serve our community of 85,000+ homes across 13 states and the District of Columbia. As stewards entrusted to contribute with care and appreciation, our 2,000 associates succeed in a dynamic space where everyone impacts. We take pride in producing outstanding results and fostering a work environment that allows everyone to contribute to their fullest potential. We rise above industry standards when every associate embraces their unique role and seizes the opportunity to make an impact. The Executive Assistant and Office Manager provides high-level administrative support to Chief Investment Management Officer and other officers by managing the day-to-day workflow and prioritizing various duties, which include scheduling, preparing materials for meetings and participating in wide range of special projects including coordination of the Officer and Investor meetings with limited supervision and a strict level of confidentiality. This position will also oversee the day-to-day office management of the Raleigh Corporate Office.

Requirements

Must display a professional image and demeanor at all times
Must have flexibility in working hours
Must be resourceful and well organized; must be able to anticipate needs
Ability to manage an office with approximately 70 50+ people
Strong knowledge of Microsoft Office tools, including Word, Excel, Outlook and PowerPoint
Ability to maintain confidentiality
Ability to set priorities and manage multiple tasks
Ability to effectively communicate verbally and in writing
Ability to define problems, collect data, establish facts and draw valid conclusions
Must demonstrate support of Bell Core Values
Must demonstrate ability to provide exceptional customer service
Self-direction and ability to operate with minimal guidance
Must demonstrate ability to successfully work on a team
Must be able to clearly communicate both orally and in writing
Must be able to understand directives both orally and in writing
Must have superior interpersonal skills; ability to get along with diverse personalities; tactful; mature, flexible;
Must work effectively with vendors, peers, investors and Bell Partners associates
BA degree or equivalent preferred
5 years of executive administrative and office management experience required

Nice To Haves

Meeting/event planning experience preferred
Notary Public certification preferred

Responsibilities

Work directly with CIMO to effectively carry out his responsibilities related to the business of the company.
Work effectively and collaboratively with other EA’s to coordinate business across the C Suite.
Provide daily executive administrative support, which encompasses daily tasks, including preparing confidential documents for signatures, calendars, email, filing, etc.
Be available during off hours (mornings, nights, weekends, holidays) as necessary when there are pressing business needs that the CIMO needs assistance with.
Calendar management : Plan and maintain the sometimes complex daily and long-range calendars; this includes coordinating events. Deconflict overlapping schedules; protect CIMO time as necessary. Notify internal and external “need to know” parties about CIMO schedule as needed
Travel: Schedule meetings and make travel arrangements (including frequent flyer numbers, car rental, “member affiliations,” etc.). Prepare itineraries, including all background data required (e.g., if a community visit, information about the community). Compile documents necessary for trip and communicate changes as necessary. Assist with CIMO family travel when it is intertwined with work travel, as needed for efficiency.
Expenses: Prepare and coordinate expense report reimbursements for CIMO and direct SVPs providing account details. This process will occur on a regular set schedule each time every week.
Documents: Assist with creating presentations, letters, other business documents.
Events: Coordinate on and off-site meetings, including budgeting, finding the venue, and negotiating the contracts, arranging catering, travel, transportation and other activities.
Client Relations : Obtain gifts, entertainment, similar items for clients and Bell associates, as necessary.
IT: Provide technical assistance, e.g. conference calls, presentations, audiovisual presentations, etc., make the necessary arrangements or work with IT or other subject matter experts to ensure quality execution.
Manage other administrative processes.
Other general requests as needed, such as the following: Process correspondence, emails and reports; maintain contact database, create and maintain an effective file system, obtain or plan refreshments, coffee, meals for CIMO during work hours as requested.
In office attendance from 9am to 5pm 4 days per week
Manage the day-to-day receptionist/office management of the Raleigh office to ensure “front desk visitor” coverage, the availability of office supplies, stationery, electronics, batteries, etc.
Ensure well organized upkeep of office workroom area.
Manage the office beverage, snack and kitchen program. Ensure there are a thoughtful variety of beverages and snacks available on hand for the office and that the drinks are in the refrigerator.
Provide support as needed to other RDU office leaders.
Coordinate and manage office daily upkeep, including overseeing the organization of custodial maintenance tasks carried out by RDU departments. That said, Bell associates are expected to pick up after themselves following meetings and after using the office kitchen.
Manage the annual budget (in partnership with Corporate Accounting) for the RDU office
Manage the seating chart and assist visitors in finding suitable seating arrangements
Act as point of contact for building landlord / management company
Assist with project management for office improvements/expansions/moves, as necessary (in house CSG team is lead)
Lead office Fun Committee events (3 – 4 events/month) and Bell Gives Back Day for the Raleigh Regional Office
Additional duties as assigned