Executive Assistant (Raleigh, North Carolina)

Drucker and Falk LLC•Raleigh, NC

15h•Onsite

About The Position

The Executive Assistant will perform general administrative duties including but not limited to the effective handling of matters reaching the desk of multiple Directors, including the handling and disposition of confidential materials, correspondence, memos, reports and presentations. Duties include creating new client files and outlook contacts, arranging complex agendas, travel arrangements, reconciling corporate credit card statements, maintaining filing systems, assisting in meeting preparations, screening calls and communication from prospective clients, and maintaining business development inventory of presentation materials. Duties also include anticipating the need and helping to secure information needed for general business matters or business development proposals, as well as overseeing proposal submission deadlines. This includes proactive follow up with participants to ensure deadlines are met. The Executive Assistant must be able to compile work in multiple formats from multiple parties into one document, including large and complex proposals and due diligence reports. This position is responsible for a full range of administration responsibilities among multiple stakeholders and must be able to handle an array of duties in a team environment. Occasional overtime and after hours/weekend work is required, and is limited to the extent possible.

Requirements

Proficient in Microsoft Outlook, Word, Publisher and Excel
Exposure to photo file formats
Excellent grammar and editing skills
Proficient user of the internet for research
Able to work independently or as part of a team
Ability to read, analyze, and interpret client communication, internal emails, general business periodicals, professional journals, technical procedures, or governmental regulations.
Ability to author reports, business correspondence, and procedure manuals.
Ability to effectively present information and respond to questions from all levels of clients, management, employees and the public.
Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.
Proficient in authoring and working with Excel documents.
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Proficient in Internet use as well as Microsoft Office Suite (Word, Publisher, Power Point, and Excel) software.

Nice To Haves

Apartment Management software is a plus but not required.

Responsibilities

Preparation of Due Diligence packages, RFP submissions, Special Event Planning, Holiday Gift Project, Donations, etc.
Manages directors’ calendar and independently schedules appointments as needed/requested
Coordinates RFP and special project submissions with business development department.
Acts as a liaison for the property management department with insurance claims and policies.
Screens incoming calls and correspondence and responds independently when possible. Will need to handle difficult customer situations while maintaining professionalism. Ideal candidate will have the ability to diffuse a situation while acting as a liaison for the customer and the property management team.
Prepares memorandums outlining and explaining administrative procedures and policies to supervisory workers, and monitors compliance.
Arranges programs, events, or conferences by arranging for facilities and caterer, issuing information or invitations, coordinating speakers, and controlling event budget.
Directs preparation of records such as agenda, notices, minutes, and resolutions for corporate meetings.
Acts as custodian of corporate documents and records.
Directs preparation and filing of corporate legal documents with government agencies to conform to statutes.
Takes and transcribes dictation, and composes and prepares confidential correspondence, reports, and other complex documents.
Creates and maintains database and spreadsheet files.
Arranges complex and detailed travel plans and itineraries, compiles documents for travel-related meetings, and accompanies supervisor when requested.
Coordinates Due Diligence assignments and compiles reports to present to client.
Conducts online or other research as requested
Performs other duties as assigned.