Administrative Assistant to SVP Facilities Dept

Description

Position Summary

The Administrative Assistant to the SVP of Real Estate Strategy and Systems (SVP) will provide high-level support to the Senior Vice 
President (SVP) of Real Estate Strategy & Systems, playing a pivotal role in advancing the goals of the Facilities Department across all of 
HeartShare’s entities. This dynamic position requires adaptability, problem-solving skills, and a proactive approach to handling a variety 
of administrative, operational, and project-based tasks. The ideal candidate will be highly organized, resourceful, and capable of 
managing multiple priorities in a fast-paced environment.

In addition to the Job Responsibilities below, performs all other duties as assigned:

• Uses positive approaches when handling difficult situations. Remains flexible and adapts to change. 
• Serves as role model for program participants. Abides dress code. Conducts self in a professional manner at all times. 
• Remains sensitive and responsive to cultural differences of program participants and staff. 
• Participates in in-service trainings and on-site workshops as required for professional growth and development. Attends external 
• trainings and workshops at direction of management. 
• Represents the organization both within and outside of the work environment in a manner that promotes the mission, vision and 
• values of the agency. Personally, adheres to organizational mission, vision and values, in addition to all other agency policies and 
• procedures. 

Administrative & Executive Support

• Serve as the primary administrative resource for the SVP, handling scheduling, correspondence, and task 
• management.
• Coordinate interviews, manage candidate communications, and assist in the hiring process for the 
• department.
• Maintain and organize department files, including leases, contracts, and other critical documents, ensuring 
• accessibility and compliance with deadlines.
• Track and manage key due dates related to leases, contracts, and departmental obligations, ensuring timely 
• action.
• Assist with meeting preparation, including agenda creation, document distribution, and note-taking as 
• needed.
• Manage and oversee the Staples business account and coordinate other supply orders as needed through 
• various vendors, ensuring cost-effectiveness, accurate tracking of expenditures, and budget adherence. 

Policy & Process Development

• Assist in the creation, documentation, and refinement of departmental policies and procedures to support 
• efficient operations.
• Work closely with leadership to ensure policies align with organizational goals and regulatory requirements.
• Help establish standardized processes for tracking, reporting, and managing department workflows. 

Project & Data Management

• Support departmental initiatives by conducting research, compiling data, and assisting in the development of 
• reports.
• •Perform targeted database cleanups in the facilities management software as needed, ensuring accurate data 
• entry, removing duplicates, and updating records to support specific projects and departmental efficiency. 
• Financial & Operational Support
• • Manage petty cash, including disbursement, reconciliation, and documentation.
• • Assist with procurement and vendor coordination as needed.
• • Process invoices, as requested, ensuring timely and accurate financial tracking.
• • Assist with department invoices by working with department staff to resolve discrepancies, verify and correct 
• supporting documentation, and ensure invoices are prepared properly for timely submission and payment.
• • Prepare monthly agency credit card reconciliations, ensuring all transactions are accurately recorded, 
• supporting documentation is collected, and expenses are allocated correctly. 

Departmental Support & Special Projects

• Provide assistance to other department members at the direction of the SVP, contributing to projects that enhance the efficiency and effectiveness of the Facilities Department.
• Act as a key point of contact for special tasks and initiatives aimed at improving department operations.
• Participate in cross-functional collaboration to identify and implement best practices for department workflow and strategy.

Qualifications

Qualifications

• An associate’s degree or higher is preferred, but a high school diploma or GED with relevant experience or certifications may be considered in lieu of a degree.
• Ideally, candidates should have at least 2-3 years of experience in computer software and systems, including Microsoft Office Suite (Word, Excel, Outlook) and document scanning tools. Experience with facilities management systems (e.g. Yardi, WorxHub) preferred. 
• Strong skills in maintaining and organizing records, both physical and digital, are required to manage documentation related to facility maintenance, safety compliance, and regulatory requirements.
• Attention to detail
• Effective communication is essential for collaborating with internal and external stakeholders, vendors, and team members and staff members at all levels.
• Able to identify issues with facility systems, records, or compliance and develop effective solutions to address them. Self-starter with the ability to work independently and take initiative.
• Strong organizational skills are required to manage multiple tasks, schedules, and documentation efficiently.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook) and experience with database management systems (experience with facilities management software is a plus).

Benefits 
What we offer once YOU join our growing family:
At HeartShare we offer a comprehensive benefit package based on full-time/part-time status. You can expect: 

• Paid time off (holidays, vacation in accordance with school calendar, sick and personal) 
• Professional development opportunities 
• Team environment 
• Medical and dental benefits 
• Employer-paid life insurance 
• Optional insurance (life, disability, etc.) 
• 403(B) retirement plans 
• Flexible spending account (dependent care, medical, parking, and transit) 
• Employee assistance program 

HeartShare is an Equal Opportunity Employer (EOE). If you need to request accommodation during the recruiting process, please reach out to Leaves@heartshare.org. 

About HeartShare
Who WE ARE:
For over one hundred years, HeartShare has dedicated itself to improving the lives of people needing special services and support. The HeartShare team, now 2,100 employees and growing, helps individuals develop to their fullest potential and lead meaningful and enriched lives. To learn more about HeartShare, please visit our website at www.heartshare.org or follow us on Twitter LinkedIn YouTube Instagram Facebook

Salary : $27