Executive Administrator - Military veterans preferred

2018-12-06
Cushman & Wakefield (http://www.cushmanwakefield.com/en/careers)
Other

/yr

  full-time   employee


Boston
Massachusetts
United States

Job Title
Executive Administrator
Job Description Summary
Responsible for providing support to executive or senior management or fee-earner(s) as needed in an efficient and effective manner. Executive Administrator will support 14 leasing brokers within the Boston office.
Job Description
Key Responsibilities:
Administration and Office Support
Evaluate and document innovative service delivery options and share insights across markets
Ensure that education, credentials and licensing of staff is current
Ensure company policies are followed
Coordinate training programs for salespersons and employees with appropriate responsible groups
Assist and support the Office Manager and/or Director of Market Operations with the development of forecasts and operations plan as needed
Compose draft correspondence for review by manager(s)
Prepare, collect and maintain information for the preparation of confidential reports, proposals, and other materials
Assist in planning and coordinating complex travel arrangements for executive(s)
Anticipate manager(s) and business needs and undertake necessary actions to produce effective results on time
Support Sales and Transactions
Track all listings and signs
Work with sign vendor to deploy and remove signs in accordance with company policy and process invoices
Track listing expirations and work with fee-earner, Project Coordinator, and sign vendor to take action on expired listings
Track Opportunities, Listings, and Deal-Related Expenses
Maintain and update CRM system per guidelines with new opportunities by working with fee-earners and Project Coordinators
Check for any conflicts/duplicates in opportunity ownership and escalate to Director of Market Operations, as needed
Maintain tracking of expenses related to deals, using Commissions Accounting and CRM Systems
Track expense budgets for all deals and escalate to Director of Market Operations, as needed
Update CRM upon closing of deals
Work with Project Coordinator to collect necessary documentation and deliver to Commissions Accounting
Enter Expense Reports
Collect expense reimbursement documents, such as receipts, and other information from fee-earners, Associates, and/or Project Coordinators
Attribute expenses to specific deals or other codes and track against deal budget
Enter expense reports into Workday
Schedule and organize complex calendar activities such as meetings, agendas, luncheon arrangements, travel plans and department activities; work around scheduling conflicts and takes on responsibility for keeping manager(s) on schedule
File Management
Create filing system for own and/or manager(s) files using initiative
Maintain files, such as documents provided by operations staff, including Managing Principal or reference material (i.e., billing packages, which include lease, commission agreement and other pertinent client related files), vendor contacts, licensing info, COI, etc.
Act as liaison for property/building management and coordinate maintenance needs (i.e., light bulbs, heating/cooling, carpet cleaning, etc.)
Manage list of key vendor contacts, building management, security, engineering, etc.
Greet / Direct all Visitors
Communicate with operations staff, fee-earners and Managing Principal regarding their availability
Provide parking pass/validation per request
Manage Phones
Answer and screen all incoming calls and relay messages
Communicate with operations staff, brokers and Managing Principal
Handle the calls with discretion per the request of the operations staff, fee-earner(s) and Managing Principal
Qualifications:
High school diploma or GED
5-7+ years of experience in a front desk and / or office administrator role
Executive level professional support experience a plus
Competencies:
Exposure to project and process management
Proven ability in conflict resolution
Exposure to executive communications
Excellent written, oral, and presentation skills
Excellent Microsoft Office Suite skills
Ability to plan, organize and manage processes
Knowledge of HR practices and office administrative duties
Advanced time management skills
Cushman & Wakefield provides equal employment opportunity. Discrimination of any type will not be tolerated. Cushman & Wakefield is an Equal Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability, protected veteran status or any other characteristic protected by state, federal, or local law.