Executive Assistant

Join Bell Partners and be a difference maker.

At Bell Partners, our mission is to be the apartment company of choice by creating value and honoring commitments to our residents, partners, and associates. We proudly serve our community of 85,000+ homes across 13 states and the District of Columbia. As stewards entrusted to contribute with care and appreciation, our 2,000 associates succeed in a dynamic space where everyone impacts. We take pride in producing outstanding results and fostering a work environment that allows everyone to contribute to their fullest potential. We rise above industry standards when every associate embraces their unique role and seizes the opportunity to make an impact.

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

Essential Functions and Responsibilities – CIMO Support

Work directly with CIMO 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 that the CIMO needs assistance with.

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

• Travel: Schedule meetings and make travel arrangements (including frequent flyer numbers, 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. Assist with CIMO family travel when it is intertwined with work travel, as needed for efficiency.

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

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

• Events: Coordinate on and off-site meetings, including budgeting, finding the venue, and 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 CIMO with financial matters (wires, checks, documents, notary, etc) related to company ownership.

• 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 CIMO during work hours as requested.

Essential Functions and Responsibilities

• Calendar management: Plan and maintain the sometimes complex daily and long-range calendars; this includes coordinating, internal and external business meetings, team events, property tours. Manage various calendars and work with internal counterparts to deconflict overlapping schedules.

• Travel: Schedule meetings and make travel arrangements (including frequent flyer numbers, 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. On standby for mid trip transportation assistance.

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

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

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

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 Raleigh 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 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 RDU office leaders.

• Coordinate and manage office daily upkeep, including overseeing the organization of custodial maintenance tasks carried out by RDU departments. That said, Bell associates are expected to pick up after themselves following meetings and after using the office kitchen.

• Manage the annual budget (in partnership with Corporate Accounting) for the RDU 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, as necessary (in house CSG team is lead)

• Participate in office Fun Committee

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 70+ 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 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

• Must be able to clearly communicate both orally and in writing

• 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

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.