Senior Administrative Assistant

Newmark•Dallas, TX

About The Position

This role provides comprehensive administrative support to senior executives, managing complex calendars, communications, travel arrangements, and meeting logistics. The position also involves handling expense reporting, independent problem-solving, and facilitating internal communications with brokers and other stakeholders.

Requirements

Proficiency in managing complex calendars across multiple time zones.
Experience in coordinating meetings, conference calls, and virtual events.
Ability to arrange domestic and international travel.
Skill in preparing meeting materials and agendas.
Experience in preparing and submitting expense reports.
Ability to track and reconcile receipts and expenses.
Strong problem-solving skills and the ability to anticipate needs.
Sound judgment and discretion in handling confidential information.
Ability to identify process improvements.
Excellent organizational skills to manage competing priorities.
High level of professionalism and attention to detail.
Effective communication skills for internal and external stakeholders.

Responsibilities

Manage complex calendars for senior executives, coordinating internal and external meetings across multiple time zones.
Prioritize and manage incoming communications, including monitoring email correspondence and identifying items requiring executive attention.
Coordinate and schedule meetings, conference calls, and virtual events, ensuring all logistics and materials are prepared in advance.
Arrange domestic and international travel, including flights, accommodations, ground transportation, and detailed itineraries.
Prepare meeting materials, agendas, and briefing documents as needed.
Serve as a key point of contact for internal teams, clients, and external stakeholders.
Prepare and submit expense reports in a timely and accurate manner.
Track and reconcile receipts, travel expenses, and other executive expenditures in accordance with company policies.
Assist with administrative reporting and documentation as required.
Anticipate administrative needs and proactively address scheduling conflicts, travel adjustments, or logistical issues.
Exercise sound judgment and discretion when handling confidential information and executive matters.
Identify opportunities to improve administrative processes and support operational efficiency.
Manage competing priorities while maintaining a high level of professionalism and attention to detail.
Assist in handling internal communications with brokers, ensuring they're well-informed about various updates such as research reports, event updates, new team members, cross-selling success stories, client updates, and industry-specific information.
Coordinate frequent internal market update calls and touchpoints with brokers and wider platform.