Administrative Assistant

Job Location:

PRIMARY PURPOSE:

You will be a member of the cutting-edge development team that is supporting Simon’s efforts to transform, transition and expand retail properties into destinations that will include commercial office space, hotels, entertainment, lifestyle and fitness centers.  The Administrative Assistant is responsible for providing administrative support to the Legal Development department, including organization and filing of documents within the departmental and company records systems, processing mail and invoices, maintaining reports, and potentially assisting with the collection of data for department research.

PRINCIPAL RESPONSIBILITIES:

• Maintain the High-Density files in the workroom. This includes reorganizing the existing files, creating new file folders, and sending files offsite when necessary.
• Update TyMetrix, including preparing reports, searches, along with opening, updating and closing matters.
• Processing of invoices through TyMetrix.
• Creation of Coupa purchase orders and payment requisitions.
• Word processing and preparing documents using Microsoft Office (Word, Excel, and PowerPoint).
• Prepare UPS, certified mail, and regular mailings for delivery and distribute any department mail received.
• Creation of execution memos to accompany documents for signature, whether that by via DocuSign or wet signatures.
• Maintenance of the department’s electronic file repository within SharePoint and designation of files for short- or long-term storage.
• Upload documents into the TAP file system and kick off of workflows for document processing.
• Maintain EV charging stations tracker and research.
• Obtaining data for estoppels, renewals, and right of first refusals.
• Desire to improve skills or learn skills that are helpful for position within the department, including research and reading of legal documents.
• Schedule meetings and any travel for the department as needed; preparation of expense reports following any travel or expense incurred.
• Demonstrate excellent communication skills both orally and in writing.
• Promotes a positive workplace atmosphere.
• Other tasks as assigned.

MINIMUM QUALIFICATIONS:

• Administrative experience in a fast-paced environment.
• Solid understanding of office computer technologies and applications including Outlook and Office, with the ability to learn new software.
• Ability to multi-task and communicate effectively with a team of professionals within and outside of the company.
• Ability to stay organized and assist with organization.
• Ability to prioritize, coordinate, and demonstrate initiative.
• Able to show good judgement and confidentiality.