What are the responsibilities and job description for the Senior Administrative Assistant position at Bayview Asset Management?
Job Description
Overview
ABOUT US :
Founded in 1993, Bayview Asset Management is an investment management firm focused on investments in mortgage and consumer credit, including whole loans, asset-backed securities, mortgage servicing rights, and other credit-related assets.
POSITION SUMMARY :
This role combines administrative and project management responsibilities, providing support in both areas to senior-level managers. The individual will manage day-to-day administrative tasks and lead project coordination related to commercial real estate, construction, and property operations. Success in this role requires exceptional organization skills, project management expertise, and strong communication abilities.
The ideal candidate is detail-oriented, thrives in a dynamic environment, and has a natural flexibility in handling daily routines and unexpected challenges.
RESPONSIBILITIES :
Administrative Support
Perform administrative tasks to support the work of multiple senior managers.
Coordinate and manage meetings, events, travel itineraries, and external engagements.
Handle expense reports, invoice processing, and technology troubleshooting.
Assist in preparing presentations and generating reports as needed.
Collaborate with various departments, including IT, Property Operations, HR, and others, to coordinate resources, gather necessary information, and facilitate the execution of administrative and project-related tasks.
Project Management
Support in the planning, organizing, and overseeing of real estate, construction and property operations projects.
Coordinate with vendors, contractors, and internal teams to execute projects.
Track project progress, budgets, and deliverables, providing regular updates to stakeholders.
Utilize project management software and scheduling software to monitor tasks and schedules.
Other Responsibilities
Create and implement administrative practices.
Provide on-site support for meetings and office functions.
Field telephone calls, process visitor access, and prepare detailed documents.
Identify opportunities for process improvements and implement solutions.
SKILLS :
Extensive knowledge of administrative and project management systems, tools, and procedures.
Proficiency in MS Office Suite (Excel, Outlook, PowerPoint, Word) and project management tools.
Exceptional organizational, planning, and multitasking abilities in fast-paced environments.
Excellent time management skills with the ability to prioritize and manage multiple tasks simultaneously.
Strong written and verbal communication skills, with the ability to present information effectively and respond to questions from all levels of staff, clients, and external constituents.
Ability to work independently, anticipate needs, and proactively resolve issues while maintaining strong team relationships.
Strong interpersonal skills with poise, tact, professionalism, and diplomacy to manage time-sensitive or stressful situations effectively.
Attention to detail in managing calendars, travel schedules, meeting agendas, expense tracking, and critical information files.
Creative problem-solving mindset with the ability to identify opportunities for process improvements and implement solutions.
Ability to understand, interpret, and carry out instructions furnished in both written and verbal form.
Demonstrated ability to communicate effectively while maintaining sound judgment, discretion, and confidentiality.
QUALIFICATIONS :
Bachelor's degree required (in Interdisciplinary Studies, Business Administration, or related field preferred).
5 years of combined experience in administrative support and project management roles.
Familiarity with property management, vendor coordination, and budget oversight.
LOCATION & SCHEDULE :
This role will be based in Coral Gables
This position is primarily in-person office-based 5 days per week, with occasional flexibility to work remotely, depending on the schedule and business needs.
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