Executive Leasing Assistant and Office Manager
About The Position
At Regency Centers, our people are our greatest asset, and we believe that our highly skilled and talented team makes us better. We are seeking an experienced Executive Leasing Assistant and Office Manager to join our regional office located in Solana Beach, California. The Executive Leasing Assistant and Office Manager will offer three critical job functions: A range of diverse and confidential administrative tasks for the West Region President and Chief Investment Officer, and Vice President – Market Officer Provide leasing support and document drafting services to the Vice President – Market Officer, Leasing Agent, and local San Diego team Manage the day-to-day office functions and office overhead budget. This role ensures smooth daily operations, organization and departmental workflow for the office. Additionally, the leasing support function involves drafting a variety of legal documents with the assistance and guidance from Regency Center’s in-house legal team.
Requirements
- Associate’s Degree in Business Administration, Office Management, or other related field and at least three (3) years of experience in the commercial real estate industry including leasing support and/or experience with legal documents/commercial leases
- Advanced level proficiency with Microsoft Office products including MS Word, Excel, Power Point and Outlook, as well as e-mail and Internet functionality and ability to quickly learn new systems
- Strict attention to detail, organization and time management skills
- High level of professionalism and integrity; must be trustworthy and able to handle confidential and proprietary information appropriately
- Capable of precise verbal and written communication with all levels of internal and external customers, even when under time constraints
- Must have good customer and task focus coupled with interpersonal savvy
- Must have a high energy level with a positive, upbeat attitude
- Must possess excellent problem-solving and analytical skills
- Able to work at times with minimal supervision in a fast-paced, dynamic, team environment
Nice To Haves
- Bachelor's Degree in Business Administration, Office Management, Paralegal Degree or Certificate, or related field
Responsibilities
- Prepare all lease documents, modifications, proposals & correspondence (e.g. drafting, formatting, preparing exhibits, assembling final drafts electronically); interpreting leases, drafting lease abstracts and checklists, calculating leasing commissions and other leasing costs; collaborating with the Legal department and Leasing Agent to ensure such documents are completed correctly and signed utilizing DocuSign software.
- Process contracts, vendor agreements, and handle accounting-related responsibilities such as expense reports, check requests, invoice processing, etc.
- Oversee officewide organization to ensure smooth daily operations and coordinate staff events.
- Manage the executive’s daily activities to include maintaining calendar(s), coordinate and prioritize appointments, and meetings ensuring efficient use of their time.
- Coordinate travel arrangements including booking flights, accommodation, and ground transportation for business trips and meetings.
- Provide administrative support such as word processing, filing, copying, faxing, ordering supplies, etc.
- Serve as a liaison to Human Resources involving employee engagement and office operations.
- Work on special projects/assignments as designated during the year.
Benefits
- Work/Life Balance
- 23+ PTO days annually
- 11 paid holidays (in addition to PTO)
- Paid leave programs (parental, compassion, bereavement, jury duty, and military)
- Health Advocacy + Employee Assistance Program (EAP)
- Financial Security
- 401(k) with a generous company match plus corporate profit sharing
- Anniversary stock grant awards
- Health Savings Account (HSA), Health Care FSA, and Dependent Care FSA
- 100% company paid Life Insurance/AD&D and Disability Insurance
- Voluntary benefits (supplemental life/AD&D, critical illness, accident, hospital indemnity, and identity theft)
- Student loan repayment resources
- Health and Wellness
- Medical, Dental and Vision Insurance
- Award winning and incentives-based wellbeing program through Personify Health
- Family planning, mental health, and pain management programs
- Community Focused
- 52 hours per year of paid Volunteer Time Off
- Company gift matching
- Growth and Development
- Tuition reimbursement
- Continued education opportunities
- LinkedIn Learning premium subscription
- Professional membership support
- Employee Resource Groups
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What This Job Offers
Job Type
Full-time
Career Level
Executive
Education Level
Associate degree
