Annapolis, Maryland
Executive Assistant Job Opening in Annapolis, Maryland - Reports to: Chief Financial Officer + Senior Vice President, Leasing
Direct reports: N/A
FUNDAMENTAL RESPONSIBILITIES
This position provides administrative and departmental support to two senior executives and several of their direct reports including serving as an active participant in the delivery of the department?s products and services, coordinating various meetings and performing other administrative and personnel related functions. This position?s primary purpose is to proactively manage key activities of the departments and the executives supported to ensure effective and efficient operations.
ESSENCE OF THE ROLE
The specific duties for this position fall under three broad categories, which are further described below.
Assistant for the Accounting, IT and Leasing Departments
Be a key member of the team as it relates to the work products and services provided by the Division. This would include being a member of the various department teams, assisting in the maintenance of the department calendar, understanding the timing of work products and needs and proactively managing the scheduling of these items
Develop, implement and maintain an electronic central filing system for shared documents that is easy to understand and access, after hours
Develop, implement and maintain organized individual office files for those professionals served
Assist in the administrative review of tax documents, process tax payments and submit via certified mailing all tax packages. Obtain any necessary signatures for all tax documents. Distribute K-1s to investors after review by the Tax Manager
Assist in the accounts payable processes of the office, including
Process invoices received at local office and submit to Accounts Payable for Processing
Review and process all checks prior to distribution. Include any necessary information with check
Process and manage all information requests and signature requirements for all IndoSpace entities and board of directors
Assist in developing, maintaining and updating various SharePoint information and document sites
Assist IT and HR with onboarding procedures, systems and product training, and system reporting for new hires within the departments served.
Executive Assistant services, which includes owning and managing the administrative functions related to proactively providing services to two senior level executives (as compared to taking direction on specific tasks to be accomplished)
Manage calendars (as opposed to just scheduling meetings and events) since this is the key element used for time management. This includes scheduling time in the office to work, not scheduling a day comprised of back-to-back meetings and ensuring there is sufficient time to move from one appointment to the next
Take the initiative to propose and/or schedule meeting times in support of various deadlines
Answer phones, schedule meetings and ?clean up? documents for issuances (i.e. memos, letters, etc.)
Coordinate events with outside parties (i.e. analysts, investors, bankers, etc.) and travel, if necessary, to these events with senior management
Coordinate the performance appraisal/merit review process for the executives served
Serve as a liaison between the executives and 3rd Party Service Providers, aiding in the coordination of conference calls, meetings, materials and room ?clean up? after meetings
Prepare and approve various expense reports utilizing the Wells Fargo CEO software
Prepare simple spreadsheet analyses and presentation materials, as needed.
Aid in the preparation and administration of community service activities in which the executive is involved
Be willing and flexible in work hours, particularly after hours needs
Perform minor personal errands, as needed.
Other duties and projects as assigned.
QUALIFICATIONS
The successful candidate should have a high commitment to quality of products and services, anticipate needs of executives in advance without direction, strive to be the ?best administrative support? person, and be able to represent the Division to internal and other external parties in a manner that upholds its reputation for fair dealing and ethical behavior.
High School Diploma and AA Degree in Business
At least 5-7 years of administrative assistant/office management experience. Experience in a public company or public accounting firm preferred, but not required.
Experience in dealing with all personnel levels within an organization
Energy, organization, professional manner, discipline and excellent communication skills, both written and oral.
Maryland Public Notary
Proficiency with Microsoft Office applications required.
WORKING CONDITIONS
The Executive Assistant will work in a general office setting.
EOE
Job Type: Full-time
Salary: $50,000.00 to $60,000.00 /year
Required education:
Associate
Required experience:
Administrative Assistant: 5 years
Required license or certification:
Notary Public
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