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Management Assistant

Management Assistant

San Diego, CA

The local San Diego office of a national Real Estate investment and development firm is looking for a high-level Management Assistant to join their team. Under limited supervision, this person will provide administrative and clerical support within the San Diego Investment and Development office to ensure the smooth operation of the area. This position supports multiple individuals.

Responsibilites

  • Serve as the administrative support to assigned  team members by coordinating, facilitating, recording and communicating their individual, group and company-wide activities

  • Answer phones, forward accurate and detailed messages, facilitate conference calls and, as appropriate, disseminate of general information to callers

  • Coordinate special activities and liaison functions for assigned team members such as travel arrangements, meetings, interviews and conference calls

  • As requested, compose various documents such as agreements, contracts, correspondence, interoffice memos, reports, charts and tables

  • Manage, organize and distribute record drawings and specification binders

  • Assist in preparing presentations

  • Establish and maintain appropriate filing systems, both manual and electronic. May generate confidential files and reports

  • Make arrangements for special and routine meetings and lunches, including coordinating conference space and schedules with other departments

  • Complete special projects to support assigned area

  • Prepare and process expense reports

  • Prepare both internal and external mail. This includes special handling packages, internal/external mailings and mailing lists.  Distribute mail and faxes as needed

Requirements

  • High school diploma or equivalent from an accredited institution

  • 5+ years in an administrative support role in a professional office environment

  • Advanced knowledge of Microsoft Office

  • Demonstrate a strong initiative and customer service orientation

  • Interact with employees, visitors, and vendors with poise and diplomacy

  • Demonstrate sound judgment and make independent decisions in routine situations

  • Ability to work in a team environment

  • Maintain strict confidentiality

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