DRUCKER + FALK
The Executive Assistant will perform general administrative duties including but not limited to the effective handling of matters reaching the desk of multiple Directors, including the handling and disposition of confidential materials, correspondence, memos, reports and presentations. Duties include creating new client files and outlook contacts, arranging complex agendas, travel arrangements, reconciling corporate credit card statements, maintaining filing systems, assisting in meeting preparations, screening calls and communication from prospective clients, and maintaining business development inventory of presentation materials.
Duties also include anticipating the need and helping to secure information needed for general business matters or business development proposals, as well as overseeing proposal submission deadlines. This includes proactive follow up with participants to ensure deadlines are met. The Executive Assistant must be able to compile work in multiple formats from multiple parties into one document, including large and complex proposals and due diligence reports.
The ideal applicant should be proficient in Microsoft Outlook, Word, Publisher and Excel, have exposure to photo file formats, maintain excellent grammar and editing skills, be a proficient user of the internet for research, and able to work independently or as part of a team.
This position is responsible for a full range of administration responsibilities among multiple stakeholders and must be able to handle an array of duties in a team environment. Occasional overtime and after hours/weekend work is required, and is limited to the extent possible.
Essential Duties and Responsibilities include the following. Duties include but are not limited to:
- Preparation of Due Diligence packages, RFP submissions, Special Event Planning, Holiday Gift Project, Donations, etc.
- Manages directors’ calendar and independently schedules appointments as needed/requested
- Coordinates RFP and special project submissions with business development department.
- Acts as a liaison for the property management department with insurance claims and policies.
- Screens incoming calls and correspondence and responds independently when possible. Will need to handle difficult customer situations while maintaining professionalism. Ideal candidate will have the ability to diffuse a situation while acting as a liaison for the customer and the property management team.
- Prepares memorandums outlining and explaining administrative procedures and policies to supervisory workers, and monitors compliance.
- Arranges programs, events, or conferences by arranging for facilities and caterer, issuing information or invitations, coordinating speakers, and controlling event budget.
- Directs preparation of records such as agenda, notices, minutes, and resolutions for corporate meetings.
- Acts as custodian of corporate documents and records.
- Directs preparation and filing of corporate legal documents with government agencies to conform to statutes.
- Takes and transcribes dictation, and composes and prepares confidential correspondence, reports, and other complex documents.
- Creates and maintains database and spreadsheet files.
- Arranges complex and detailed travel plans and itineraries, compiles documents for travel-related meetings, and accompanies supervisor when requested.
- Coordinates Due Diligence assignments and compiles reports to present to client.
- Conducts online or other research as requested
- Performs other duties as assigned.
Competencies
To perform the job successfully, an individual should demonstrate the following competencies:
Analytical - Synthesizes complex or diverse information; Collects and researches data; Uses intuition and experience to complement data; Designs workflows and procedures.
Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.
Oral Communication - Participates in meetings. Possess excellent oral communication skills.
Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.
Ethics - Treats people with respect; Works with integrity and ethically.
Organizational Support - Follows Drucker & Falk, LLC, policies and procedures; Completes administrative tasks correctly and on time; Supports Drucker & Falk, LLC, organization’s goals and values.
Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks.
Professionalism - Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
Quality - Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.
Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.
Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.
Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals. Completes tasks on time or notifies appropriate person with an alternate plan.
Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience
Bachelor's degree (B. A.) from four-year college or university; or at least three years related experience and/or training; or equivalent combination of education and experience.
Language Skills
Ability to read, analyze, and interpret client communication, internal emails, general business periodicals, professional journals, technical procedures, or governmental regulations. Must possess ability to author reports, business correspondence, and procedure manuals. Must be able to effectively present information and respond to questions from all levels of clients, management, employees and the public.
Mathematical Skills
Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. MUST be proficient in authoring and working with Excel documents.
Reasoning Ability
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Computer Skills
Must be proficient in Internet use as well as Microsoft Office Suite (Word, Publisher, Power Point, and Excel) software. Apartment Management software is a plus but not required.
Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.,
Benefits: Competitive Benefits to include Health, Dental, Life, 401K, Employees Assistance Program, Long Term Disability, Vacation and Sick Leave.
EOE/ Drug Free Workplace
Skills Required
- Bachelor's degree or at least three years related experience (or equivalent combination)
- Proficient in Microsoft Office Suite: Outlook, Word, Publisher, PowerPoint, Excel
- Proficient internet research skills and familiarity with photo file formats
- Excellent grammar, editing, and business writing skills; ability to author reports and correspondence
- Ability to compile multi-source documents, prepare complex proposals and due diligence reports
- Experience arranging complex travel itineraries and managing executive calendars
- Ability to handle confidential materials and professional customer interactions, including difficult situations
- Experience with Apartment Management software
What We Do
Headquartered in Newport News, Virginia, we employ over 1,000 team members and service our business commitments from four regional offices throughout Virginia, Maryland, North Carolina and Georgia. We are specialists in all aspects of multifamily property management, commercial brokerage and commercial asset management. Drucker + Falk is recipient of numerous national honors and awards including recently being named as among the "Top Ten Best Places to Work in Multifamily" by the Multifamily Leadership Summit. But as third party fee managers and commercial services providers who are proud of our rich history and success in this industry, our source of greatest pride is in the long tenured relationships we continue to enjoy with our clients, many of whom have been with us for more than 40 years when our professional association began with a handshake.
