What are the responsibilities and job description for the Executive Assistant-Property Management & Operations and Chief Operating Officer position at Davis?
Davis is a vertically integrated real estate investment, development and management firm that leverages five decades of experience, the strength of its leadership team and employees and a diversified portfolio to deliver maximum value for its investors and tenants. Headquartered in Boston and investing across the United States, Davis prides itself on taking a nimble, collaborative approach to delivering best-in-class results from complex opportunities. With $12.8 billion in gross asset value invested through real estate equity, debt and fixed-income securities, Davis today owns a real estate portfolio of approximately 15.2 million square feet of healthcare and life science, industrial, retail, office and hospitality properties and more than 5,800 residential units across the United States. For further information, visit www.thedaviscompanies.com.
Executive Assistant – Managing Director -Property Management & Operations
- Calendar management – proactive calendar management with weekly 1 : 1’s, department, and direct reports.
- Completing monthly expense report.
- Manage information flow in a timely and accurate manner.
- Coordinate Managing Director’s calendar and set-up meetings
- Make travel and accommodation arrangements.
- Format information for internal and external communication – memos, emails, presentations, and reports
- Take minutes during meetings, review with MD and file electronically.
- Screen and direct phone calls and distribute correspondence.
- Organize and maintain the department’s electronic filing system.
- Use various software, including word processing, Building Engines, Yardi, Excel and presentation software, i.e. PowerPoint, to prepare reports and / or special projects
- Provide administrative assistance, such as writing and editing emails, drafting memos, and preparing communications on the executive's behalf.
- Assist in promoting, focusing on and implementing the property management department’s annual goals.
- Act as a point of contact among executives, property managers / employees, tenants, vendors, other external partners for Managing Director and Property Management related concerns.
- Be part of the A / R collections team in tracking weekly A / R reports for all asset types.
- Respond to requests via email, voicemail, and phone in a timely manner in clear calm communication.
- Support the use of Building Engines – document, record, follow-up weekly with managers, close out work orders, etc.
- Assist Managing Director in monitoring staff allocations to the properties.
- Make recommendations to Managing Director regarding process change and solutions for department efficiency.
- Maintain and update vendor lists, and tenant / vendor emergency contact lists.
- Work with the Managing Director in updating and keeping the Property Management Policies and Procedures Manual current.
- Coordinate between marketing and property management departments, all branding and other marketing incentives for property management functions and assets.
- Order name plates for new hires.
- Be liaison between Tishman Speyer and Davis.
- Other related duties as assigned.
Property Management- Team Support
Executive Assistant – Chief Operating Officer
Executive Services - Team Support
SKILLS & QUALIFICATIONS :
COMPENSATION & BENEFITS :
Compensation will include a competitive base salary and bonus, and an attractive benefits package.
We are an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), national origin, age (40 or older), marital status, sexual orientation, gender identity / expression, citizenship, real or perceived disability or handicap, genetic predisposition, veteran status, and / or any other protected category in accordance with applicable federal, state or local laws.