Executive Administrative Assistant

Job Summary

The Executive Administrative Assistant organizes and coordinates office administration and procedures, manages required legal, tax, and insurance duties, to ensure organizational effectiveness and efficiency. Executes a wide range of administrative and executive support related tasks and projects.

Responsibilities:

LEGAL

- Manage all required city, county, and state form filings according to relevant quarterly and annual schedules, including Statement of Information form for Corporate and all LLCs.

- Coordinate all legal and partnership and corporate documents with Corporate Legal Counsel

- Oversee annual renewal of all Permits, certifications, and licenses (property documents).

- Property Management / Asset Management Agreements.

- Annual business license renewals

- Filing Arizona Corporation Commissions for seven farming companies and Inc.

- File Fictitious Business Name filings every 5 years

- Document Review and Compliance.

- Handle assembly, execution, submittal and filing of escrow/property purchase and loan.

documents, coordinating with lenders, legal team and escrow officers.

- Perform notary public duties for relevant office documents.

- Ensure security, integrity, and confidentiality of data.

- Manage Filing System and standardize system

TAXES

- Responsible for property payment tax review, approval and record keeping for all properties.

- Manages tax appeals and/or miscellaneous issues.

- Responsible for property payment tax review, approval and record keeping for all properties.

- Manages tax appeals and/or miscellaneous issues.

- Organize tax and accounting information for year-end tax filings.

- Manage property W9 form/EIN and requests.

INSURANCE

- Manages property, liability, auto and umbrella insurance renewal.

- Coordinate Worker's Compensation insurance renewal.

- Maintain Tenant General Liability Insurance Records.

- Manage general liability property insurance claims for all company properties

OPERATIONS:

- Leading overall office administration for the team, supporting the company day-to-day operations, systems, and staff.

- Coordinates operational matters such as building maintenance/repair, office equipment, office services, and purchasing.

- Maintain authorized purchasers: Home Depot, Wells Fargo, Gas Cards, etc.

- Manage inventory of office supplies, kitchen, and related stocks.

- Research and create comparison matrixes for all types of office equipment purchases and/or services.

- Maintains and develops relationships with vendors, including initial contact, contract negotiation, getting quotes and subsequent service maintenance/issue resolution.

- Approves Corporate Office Services and Purchasing Invoices.

- Maintains postage machine and monthly expense reporting.

- Oversee the office appearance (cleaning and organization), stocking supplies, etc.

- Backup phone system operator and respond directly to or forward to relevant staff all phone or e-mail inquiries.

- Create and vet office system standards and procedures, maintain record keeping systems, files and filing systems.

- Maintain Company Vehicle Registrations and car insurance

- Operate the corporate database including data-input, document uploads, running reports, and updating charges.

- Create and distribute company communications/notices and letters to internal clients, vendors, and tenants.

- Communicate and implement administrative priorities of local executive team.

- Coordinate with IT Vendor on all corporate office equipment, technical issues, and trainings.

- Conduct research, collect and analyses data to create or prepare procedures, reports and documents. Performs trainings upon request.

- Manage Commercial tenant communications, including coordination of all inspection or maintenance service visits.

- Liaise in the company's behalf with tenants, insurance providers, vendors, city and state government representatives, and other general internal and external clients.

- Handling and coordinating logistics, documents, and requirements for board meetings in a timely manner

OTHER:

- Back up for CEO (point of contact in his absence) and other office staff, as needed.

- Marketing Coordination/ad creation.

- Stuffing checks

- Performs other duties as assigned or required.

Working Environment

· Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

· The noise level in the work environment is usually moderate.

Physical Requirements

· Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

· While performing the duties of this Job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision and ability to adjust focus.

Equipment Used:

· Computers

· Phones

· Photocopiers

· Filing Cabinets

· Fax Machines

Qualifications

· Minimum: High School Diploma or GED, Associate or Bachelor’s degree preferred.

Certifications/Licenses:

· Minimum: Valid drivers’ license

Experience:

· 5-10 years’ experience in office management, legal contract/document overview, and insurance renewals

· Preferred: legal secretarial experience

If you are a motivated individual looking to contribute to a dynamic team while enhancing your administrative skills, we encourage you to apply for this exciting opportunity as an Executive Administrative Assistant.

Pay: $80,000.00 - $100,000.00 per year (DOE)

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8-hour shift
• Monday to Friday

Experience:

• Insurance Renewals: 3 years (Preferred)
• Property Taxes: 3 years (Preferred)
• Legal Document Review: 3 years (Preferred)

Ability to Commute:

• Santee, CA 92071 (Preferred)

Work Location: In person