Executive Assistant, Real Estate & Venues

WORK OPTION: The NBA currently provides eligible employees the option of working remotely one day per week.

Position Summary

As an Executive Assistant, you will help support the Real Estate & Venues Department in its role of ensuring consistent office operations, developing real estate strategies, and venue oversight by providing clerical, administrative, logistical and operational support to multiple leaders within the Department. Your ability to think quickly, communicate effectively, and creatively problem-solve multiple tasks across those you support is essential to this function. You are a results-oriented team member with experience in helping to optimize executive efficiency and make actionable recommendations for how to do that. You have a strong work ethic as we encourage and support ambitious self-starters with strong social skills and the ability to work cohesively.

We expect you to maintain a high degree of confidentiality and sensitivity while positively engaging with internal and external partners. We advocate for those who collaborate on contemporary ideas when building new processes and completing tasks. This role is for an innovative individual who thrives in a fast-paced environment. The work of this role is performed primarily in-person in our NY office with potential for some work being performed in our NJ office (day of travel via company shuttle) and other travel needs between 0-15% of the year, depending upon priorities and event support needed.

Major Responsibilities

• Manage the schedule and calendars for multiple leaders with a high level of attention to detail
• Coordinate and arrange all details of internal and external meetings for leaders and their teams
• Communicate with internal team members and external partners on behalf of the leaders
• Prepare expense reports, including on-demand travel expense reports according to T&E policy
• Coordinate domestic and international travel, considering tight schedules and creating detailed itineraries
• Proactively anticipate and address communication and efficiency issues
• Handle meeting logistics, including but not limited to attendee availability, booking conference rooms, tech needs, catering orders, meeting agenda, prep materials, guest logistics, and, where needed, prepare and distribute post meeting materials including detailed notes and assigning follow up tasks.
• Prepare and maintain documentation for presentations and meetings, and provide support for the Chief Real Estate Officer and department staff through preparation, briefs, logistics, and meeting updates while proactively recommending solutions and process innovations
• Support key tentpole events by assisting with team travel registrations, ticketing needs, and event credential submissions; Capable of becoming quickly familiar with company policies and internal systems (Corcentric, Concur, and ME for example)
• Coordinate the planning and execution of occasional events (for example, team building, offsites, and other social events involving leaders and team members)
• Develop and coordinate materials, presentations, and communications for executive leadership and department level meetings
• Capable of handling ad-hoc, quick deadline assignments and additional office duties as assigned
• Demonstrate positive relationship management and effective communication to provide timely responses and information vital for Department leadership to function properly and to make informed decisions
• Coordinate and process departmental invoicing and COI’s, equipment/supplies and stationary ordering and tracking (may include assisting in the tracking and managing of our corporate supplies platform via Staples), and certain occupancy services (examples included landlord building reservation services, and venue support system monitoring)
  
  

Required Education/Professional Experience

• Bachelor's degree or relevant work experience preferred
• 5 years of experience supporting 2-4 senior executives
  
  

Required Skills/Knowledge Attributes

• Able to work autonomously and quickly, navigate ambiguity with great attention to detail, and maintain confidentiality.
• Highly organized, efficient, with strong customer service skills and a pleasant, personable demeanor
• Exceptional interpersonal skills and high effectiveness in communicating across all levels of an organization, including senior-level management; friendly and helpful demeanor
• Strong ability to prioritize and manage multiple tasks effectively, demonstrate consistent problem-solving skills within regular operating hours while maintaining high productivity
• Experience with scheduling, project management, managing daily activities, and delivering results in a cross-functional environment
• Track record of successfully working as part of a team in a fast-paced office environment
• Experience working in a corporate service or operational support group a plus
• Proficiency in Microsoft Office suite.
• Experience with corporate travel and expense software a plus
  
  

Salary Range: $85,000 - $100,000

Job Posting Title: Associate manager

We Consider Applicants For All Positions On The Basis Of Merit, Qualifications And Business Needs, And Without Regard To Race, Color, National Origin, Religion, Sex, Gender Identity, Age, Disability, Alienage Or Citizenship Status, Ancestry, Marital Status, Creed, Genetic Predisposition Or Carrier Status, Sexual Orientation, Veteran Status, Familial Status, Status As A Victim Of Domestic Violence Or Any Other Status Or Characteristic Protected By Applicable Federal, State, Or Local Law.

The NBA is committed to providing a safe and healthy workplace. To safeguard our employees and their families, our visitors, and the broader community from COVID-19, and in consideration of recommendations from health authorities and the NBA’s own advisors, any individual working onsite in our New York and New Jersey offices must be fully vaccinated against COVID-19. The NBA will discuss accommodations for individuals who cannot be vaccinated due to a medical reason or sincerely held religious belief, practice, or observance.