Description

Position Purpose: Reporting directly to the President of the Heritage Real Estate Company LLC, the Executive Assistant provides administrative support. The Executive Assistant serves as the primary point of contact for internal and external customers and tenants on all matters pertaining to the President. The Executive Assistant also serves as a liaison to investors, bankers, and the Heritage Real Estate Executive Team and organizes and coordinates executive outreach. The Executive Assistant must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results- driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Essential Duties and Functions/Responsibilities/Tasks:

• Completes a broad variety of administrative tasks for the President including managing an extremely active calendar of appointments; completing expense; credit card reports; composing and preparing confidential correspondence; travel planning, itineraries, and agendas; and compiling documents for meetings.
• Plans, coordinates, and ensures the President's schedule is followed and respected.
• Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the President's time and office.
• Communicates directly, and on behalf of the President, with investors, bankers, leadership team, employees, tenants, contractors, and others.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the President, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Provides a bridge for smooth communication between the President's office and internal departments; demonstrating leadership to maintain credibility, trust, and support with the leadership team.
• Works closely and effectively with the President to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately.
• Prepares power point presentations.
• Answers Heritage Real Estate main phone lines and email requests and distribute as needed.
• Prepares and maintains excel spreadsheets.
• Prepares and maintains neat, well-organized files.
• Provides leadership to build relationships crucial to the success of the organization.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the Presidents ability to effectively lead the company.
• Prioritizes conflicting needs; handles all matters expeditiously, proactively, and follows- through on projects to successful completion, often with deadline pressures.
• Prepares marketing materials for available leasing opportunities.
• Provides coverage for Assistant Property Managers at Albuquerque Plaza, Ascent Executive Suites, Park Square and First Interstate Plaza in Santa Fe.
• Interviews applicants, checks references, and prepares new hire paperwork.
• Prepares HR disciplinary meeting minutes and letters.
• Prepares job descriptions and coordinates job postings with HR department.
• Prepares certified mail and FedEx packages for shipping.
• Purchases office equipment and supplies.
• Runs business related errands.
• Maintains cleanliness of kitchen.
• Schedules and organizes tenant and employee appreciation events.
• Other duties as assigned, consistent with the functions of this position as needed for the company.

#LD22 #DL

Requirements

• Strong analytical and communication skills (oral and written) required.
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, and external partners.
• Proactive approaches to problem-solving with strong decision-making capability.
• Highly resourceful team-player, with the ability to also be extremely effective independently.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast- paced environment.
• Ability to be friendly, patient, and professional in appearance and manner.
• Actively thoughtful of long-term strategy, seeks opportunities, and proposes solutions.
• Highly proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.
• Bachelor’s Degree
• 2 Years’ Experience in the real estate and property management industry preferred, but not required.