Administrative Assistant- Corporate Facilities

About the Position

Are you a well-organized, passionate people person with an interest in making an impact on your organization? This Administrative Assistant position might be a great fit for you.  We’re looking for a candidate with a proven track record to provide direct support to The Director of Corporate Facilities. This position will help the Property and Facilities teams oversee the day-to-day operations of our newly-expanded, 40-acre corporate headquarters while working directly with the Property Director to organize, plan, and execute goals.

Position Responsibilities

• Assist Director with all aspects of day-to-day operations and administrative support as needed or requested.
• Support and assist the Director with day-to-day meetings including managing their calendar through Microsoft Outlook, taking notes/meeting minutes, and helping them complete company and executive initiatives.
• Manage heavy incoming and outgoing e-mail traffic.
• Support the property team by assisting in scheduling meetings/interviews, reserving conference rooms, and meeting/interview coordination and confirmation.
• Vendor contract administration, bid summaries, and budget/variance report review.
• Periodic property inspections and vendor walks.
• Creation and maintenance of a filing and organizing system for Property Management documents.
• Accurately prepare correspondence, purchase orders and other documents.
• Prepare and maintain summary Excel spreadsheets.
• Prepare monthly expense reports for Property Manager and other team members (as required).
• Run errands as needed or requested.
• Time coding for Property Manager and other staff as needed.
• Provide backup support as needed or requested.
• Other tasks and assignments as needed or requested.
• Plan and coordinate property management events.
• Manage, update, close out work orders as needed.

Here’s What We’re Looking For

• 3 or more years of experience in a similar role supporting management level staff
• High school Diploma or GED required; College degree preferred
• Technical proficiency with Microsoft Office (Outlook, Word, Excel), Adobe Acrobat/Bluebeam, internet navigation/research, strong typing skills.
• Experience with internet-based work Order software preferred (i.e. Angus Anywhere, Workspeed, etc.)
• Proficiency in superior customer service to provide and deliver professional, helpful, high-quality service and assistance to achieve desired, expressed, and unarticulated optimal results.
• Ability to work with little supervision: meet deadlines, prioritize assignments, provide recommendations, and effectively communicate updates.
• Demonstrated self-motivator and proactive in managing long-term projects and assignments in balance with daily tasks.
• Proven teamwork orientation and skills.
• Strong verbal, written, communication, and organizational skills.
• Should have flexible schedule and be able to work outside the core business hours (occasionally on short notice, and a limited basis) as needed.
• Proven ability to manage multiple, fast-moving priorities and adapt to change with a sense of urgency
• Ability to accurately proofread and edit.
• Demonstrate and uphold Power Design’s core values, which include integrity, accountability, teamwork, innovation, and growth

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At Power Design, we are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants and teammates without regard to race, color, religion, sex, pregnancy, national origin, age, physical and mental disability, marital status, sexual orientation, gender identity, gender expression, genetic information, military and veteran status, and any other characteristic protected by applicable law. Power Design believes that diversity and inclusion among our teammates is paramount to our success as a national company, and we seek to recruit, develop and retain the most talented people from a diverse candidate pool nationwide