This role will harmoniously integrate the daily activities of the Tenby business and manage the day-to-day issues that arise. This role is the glue that holds the processes, systems and priorities of the Tenby executive team together. 

Responsibilities include:

Executive Administration

• Manage CEO’s calendar/scheduling
• Manage CEO’s email inboxes
• Schedule meetings for CEO and Tenby associates
• Book travel arrangements for Tenby
• Order lunch for team/guests
• Complete misc. personal tasks for CEO
• Manage and update password platform for CEO
• Execute documents on behalf of the CEO and other team members
• Notarize documents (will need to obtain notary license)
• Coordinate entity creations and renewals (Tenby and CEO personal)
• Provide daily administrative support to accounting, marketing, operations, and development team
• Restock the drink fridge regularly

Operations Administration

• Manage Tenby CRM
• Help plan Tenby events and trips
• Submit credit card reports
• POC for association memberships and events (NAIOP)
• Order Tenby office supplies as needed
• Schedule conference rooms for the Tenby team
• Owner of Tenby Zoom account (schedule, set up, manage)
• Perform Smartsheet backups monthly and annually
• Smartsheet creator/manager for Tenby Partners (sheets, dashboards, reports, etc.)

Meeting Facilitation and Administration

• Facilitate weekly Tenby Partners project meetings
• Sit in on weekly and quarterly Tenby Leadership Team meetings - document to-dos and other noteworthy items
• Update agenda, source locations, order food, etc. for quarterly meetings
• Perform other meeting tasks as needed

Legal

• Draft documents (OAs, PSAs, RFPs, leases, amendments, etc.)
• Maintain legal document storage for CEO and Tenby team
• Provide legal team with documents as needed

Development & Investment

• Achieve a macro-level understanding of the development & investment business
• Track tenant leases – Smartsheet Lease Tracker and Excel Active Project Tracking sheet
• Assist the Marketing Coordinator in preparing presentations/proposals
• Track government-related development incentives
• Perform other related tasks and projects as needed

Skills & Qualifications

• Time management and ability to meet deadlines
• Sense of urgency and prioritization
• Verbal and written communication skills
• Strong attention to detail
• Problem-solving and decision making
• Interpersonal skills
• Strong organizational skills and ability to multitask
• Proven experience as an executive assistant or other relevant administrative support
• Experience with handling legal documents is preferred
• Knowledge of EOS is a plus but not required