Executive Assistant

Edgewood Properties•Piscataway, NJ

1d•Onsite

About The Position

EP Design Services is part of a leading real estate development firm specializing in multifamily, mixed-use, residential, retail, and commercial development. Candidate will work full-time Monday-Friday in our creative office located in Piscataway, NJ. We are seeking a skilled Executive Assistant with 5–10 years of experience to join Edgewood Properties Design Services (EPDS) , our integrated architecture, engineering, interior design and development team. This role involves supporting and organizing various systems and programs used within the EPDS group as well as interfacing with other corporate systems. The ideal candidate is a highly organized self-starter who is willing to tackle new challenges, processes, and software. This is a hands-on role in a growing department within a growing company.

Requirements

5–10 years of professional experience.
Proficient in MS Outlook, Word, Excel, Project, and Adobe
Organized and detail-oriented
Analytical thinking skills
Ability to pay attention to detail
Ability to multitask
Time-management skills
Excellent written and verbal communication skills
Basic knowledge of Data Entry skills
High school diploma required

Nice To Haves

An understanding of architectural, civil engineering, or interior design process is a plus.
College degree preferred but not necessary
Willingness to learn new skills and software systems is a plus

Responsibilities

Support EPDS
Transcribe, review, and prepare communications on behalf of the Director of EP Design
Other miscellaneous general administrative and customer service work as needed to include filing, phone calls, spreadsheet tracking, and written correspondence.
Assist residential communities as needed.
Assist in the identification and purchase of appropriate employee relations gifts
Coordinate lunch and learns
General letter writing
Create draft and final letters in response to building and planning department comments
Letters will be based on architects’ and engineers’ input and markups.
Create work orders for tracking, managing, and approving work done by 3 rd party architects, engineers, drafting services, and digital artists.
Confirm work is delivered.
Review with manager to ensure work was completed
Verify work order pricing matches invoice pricing.
Prepare invoices for final approval and payment.
Collect and document professional service contracts from service firms
Maintain records of contract history and performance
Maintain tracking system with any and all open items
Assist in the upkeep and maintenance of time keeping system
Remind staff of deadlines for time keeping entry
Synchronize time keeping information with corporate records
Run weekly contract status reports showing progress and profitability of in-process jobs
Run weekly time keeping reports
Run closed loop reports
Create and maintain vendor performance reports
Ensure timely synchronization between time keeping system and corporate billing system
Track billing to jobs, vendors, and other corporate entities
Maintain monthly, quarterly, and annual budget comparisons
Support the creation of annual budgets