Assistant, Administrative

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Schedule and coordinate meetings and conference calls.

• Monitor inboxes and calendars.

• Prepare agendas, documentation, client briefs, expense reports and presentation materials.

• Participate in management meetings; create agendas, take notes and follow-up on action items. 

• Responsible for retrieving, opening and sorting daily mail from Cash Room. 

• Scan HUDs for Transaction Coordinators that arrive on daily basis.

• Prepare organizational charts and presentations utilizing PowerPoint, Excel, and Visio.

• Interface with Facilities and Accounts Payable to ensure that monthly national rent invoices are accurate and paid in a timely manner.

• Draft and distribute correspondence to staff and clients on behalf of the EVP/SVP.

• Responsible for event planning for team meetings, events and strategy sessions.

• Review and approve travel and expenses.

• Process invoices, wires and reconcile credit card statements on a regular basis.

• Contact vendors to discuss invoicing and establishing services and rates.

• Order team lunch / breakfast for month end.

• Prepare and ship Fed Ex packages on a regular basis for local and national offices.

• Review and place supply orders for all offices both locally and nationally. 

• Arrange all travel and coordinate with other operational departments as needed.

• Train new offices on basic administrative procedures such as calendaring, Go ToMeetings, conference calls, using Carrington’s official letterheads, creating expense reports, using GL codes and cost centers, and booking travel.

• Operate multi-line telephone system to answer incoming calls; take messages; direct callers to appropriate executive or department.

• Responsible for filing, copying, printing and faxing.

• Perform other duties as assigned.

ESSENTIAL KNOWLEDGE, SKILLS, ABILITIES, AND COMPETENCIES:

• Excellent verbal and written communication skills

• Outstanding attention to detail and strong organizational skills

• Proficient with Microsoft Office Word, Excel and Power Point and Visio

• Ability to communicate with management and staff at all levels and across all business units

• Ability to maintain confidentiality

• Ability to build relationships with peers and other Administrative Assistants

• Ability to maintain composure and adapt to a variety of situations

• Ability to multi-task and work in a fast-paced environment

• Ability to prioritize and meet short deadlines

• Ability to be proactive and work independently 

• Ability to communicate with management and staff at all levels and across all business units

• Willingness to learn relevant aspects of the business

• Willingness to take initiative

EDUCATION, EXPERIENCE AND/OR LICENSES:

• Bachelor’s degree or equivalent work experience.

• Mortgage or real estate industry experience.

• Two (2) or more years’ experience as an Administrative Assistant.