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Administrative Assistant

Administrative Assistant

Los Angeles, CA

A well-known and innovative commercial developer is looking for an Administrative Assistant to provide exceptional administrative and clerical support for multiple executives and team members on the Los Angeles team. This person assists in a wide variety of areas from general administrative support to special projects. The Administrative Assistant is expected to work both independently with direction, as well as collaborate with other team members.

Responsibilites

  • Provide administrative support to Legal Group, People Services (Human Resources), Finance (Accounting & Tax), and Risk Management, acting as departmental point of contact for internal and external colleagues, clients and partners 

  • Answer phone and assist with correspondence by phone, email and other workgroup technologies (currently Microsoft Teams)

  • Maintain confidentiality and security of information, communications, documents, and files

  • Schedule meetings and interviews, as well as provide Outlook calendar maintenance

  • Maintain department files  

  • Help to compile documents, presentations and reports 

  • Prepare mailings and other distributions of communications

  • Input and track basic provisions of routine business and legal documents

  • Receive departmental mail and other communications, and distribute or take action in a timely and effective manner

  • Assist with event and meeting planning and support, including logistics, catering and other special arrangements

  • Attend departmental meetings, distribute agendas, and take and circulate meetings notes 

  • Coordinate travel arrangements as required for the executives’ business travel needs

  • Process monthly expense reports and invoices 

  • Assist with the onboarding and off-boarding of team members, as well as employee status changes, data input and files

  • Assist with HR compliance

  • Know team members’ and the company's priorities and help achieve them by exercising good judgment and discretion and taking appropriate action under the circumstances

  • Maintain a positive customer service attitude and approach at all times 

  • Other duties as assigned


Requirements

  • Highest level of personal integrity and ethical conduct

  • 3+ years of administrative experience in a corporate office setting

  • Proficient in Microsoft Office365 application suite, including SharePoint, Teams, Word, Excel, PowerPoint, and Outlook

  • Strong personal initiative, willingness to learn, and a desire to succeed in a demanding environment

  • Excellent customer service focus

  • Exceptional organizational skills

  • Ability to respond effectively to competing time and attention demands while meeting deadlines and delivering timely, effective results

  • Flexible to assist where needed

  • Ability to demonstrate independent and critical thinking

  • Ability to work with a diverse group of people in a collegial, team-oriented framework

  • Excellent communication skills – written, oral and interpersonal

  • Pleasant and articulate telephone manner

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