Executive Assistant and Office Manager

The Executive Assistant and Office Manager provides high-level administrative support to Chief Investment Officer and select other officers by managing the day-to-day workflow and prioritizing various duties, which include scheduling, travel management, preparing materials for meetings and participating in wide range of special projects with limited supervision and a strict level of confidentiality. This position will also oversee the day-to-day office management of the San Francisco Office.

Essential Functions and Responsibilities – CIO Support

Work directly with CIO to effectively carry out his responsibilities related to the business of the company. Work effectively and collaboratively with other EA’s to coordinate business across the C- Suite. Provide daily executive administrative support, which encompasses daily tasks, including preparing confidential documents for signatures, calendars, email, filing, etc. Be available during off hours (mornings, nights, weekends, holidays) as necessary when there are pressing business needs, travel coordination, and meeting management to assist the CIO.

• Calendar management: Plan and maintain the sometimes complex daily and long-range calendars; this includes coordinating events. Deconflict overlapping schedules; protect CIO time as necessary. Notify internal and external “need to know” parties about CIO schedule as needed

• Travel: Schedule meetings and make travel arrangements (including frequent flyer numbers, lodging, car rental, “member affiliations,” etc.). Prepare itineraries, including all background data required (e.g., if a community visit, information about the community). Compile documents necessary for trip and communicate changes as necessary. Be available outside of normal work hours in accordance with CIO travel across time zones. Assist with CIO family travel when it is intertwined with work travel, as needed for efficiency.

• Expenses: Prepare and coordinate expense report reimbursements providing account details for CIO and his team. This process will occur on a regular set schedule each time every month.

• Documents: Assist with creating and printing presentations, letters, and other business documents.

• Events: Coordinate on and off-site meetings, including budgeting, finding the venue, booking lodging, negotiating the contracts, arranging catering, travel, transportation and other activities.

• Client Relations: Obtain gifts, entertainment, similar items for clients and Bell associates, as necessary.

• IT: Provide technical assistance, e.g. conference calls, presentations, audiovisual presentations, etc., make the necessary arrangements or work with IT or other subject matter experts to ensure quality execution.

• Financial: Assist CIO with financial matters (wires, checks, documents, notary, etc).

• Manage other administrative processes. Other general requests as needed, such as the following: Process correspondence, emails and reports; answer executive phone as requested, maintain contact database, create and maintain an effective file system, obtain or plan refreshments, coffee, meals for CIO during work hours as requested.

Office Management Responsibilities and Requirements

• In office attendance from 9am to 5pm 4 days per week

• Manage the day-to-day receptionist/office management of the San Francisco office to ensure “front desk visitor” coverage, the availability of office supplies, stationery, electronics, batteries, etc. Ensure well organized upkeep of office workroom area.

• Manage the office beverage, snack and kitchen program. Ensure there are a thoughtful / healthy variety of beverages and snacks available on hand for the office and that the drinks are in the refrigerator.

• Provide support as needed to other San Francisco office leaders.

• Manage the annual budget (in partnership with Corporate Accounting) for the SF office

• Manage the seating chart and assist visitors in finding suitable seating arrangements

• Act as point of contact for building landlord / management company

• Assist with project management for office improvements and office relocations, as necessary

• Participate in office Fun Committee

• Assist with preparation of onboarding for new hires, including desk set up, welcome lunch, and agenda for first week

• Manage monthly invoices for office

Knowledge, Skills and Abilities

• Must display a professional image and demeanor at all times

• Must have flexibility in working hours

• Must be resourceful and well organized; must be able to anticipate needs

• Ability to manage an office with approximately 10-20 people

• Strong knowledge of Microsoft Office tools, including Word, Excel, Outlook and PowerPoint

• Meeting/event planning experience preferred

• Notary Public certification preferred

• Ability to maintain strict confidentiality

• Ability to set priorities and manage multiple tasks

• Ability to effectively communicate verbally and in writing

• Ability to define problems, collect data, establish facts and draw valid conclusions

• Must demonstrate support of Bell Core Values

• Must demonstrate ability to provide exceptional customer service

• Self-direction and ability to operate with minimal guidance

• Must demonstrate ability to successfully work on a team and always be willing to help others on team

• Must be able to understand directives both orally and in writing

• Must have superior interpersonal skills; ability to get along with diverse personalities; tactful; mature, flexible; Must work effectively with vendors, peers, investors and Bell Partners associates

Education and Background

• Education: BA degree or equivalent preferred

• 5 years of executive administrative and office management experience required

Compensation Range

Hourly: $40.00 - $42.00

Incentive compensation opportunities are available and are performance based.

About Bell Partners

Our purpose at Bell Partners is to create communities our residents are proud to call home. We currently own or manage over 85,000 homes in North America and continue to grow. Our people are the most important part of our company. We believe in building a culture that encourages our associates to invest in and serve one another, while pushing each other to take risks, allowing us to grow together and make a difference.

Join Bell to be a difference maker. Apply today!

Bell Partners reserves the right to amend this job description at any time. We are an Equal Opportunity Employer, and as such, we recognize our responsibility to embrace and promote Diversity, Equity, and Inclusion (DEI) throughout all aspects and levels of our organization including talent recruiting and retention, training, workplace culture, and community engagement.