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Job Title Executive Assistant
Location: New York
State New York
Date Posted: 31 May 2022
Position Description:

This individual is an integral part of Multifamily Operations and will be primarily responsible for supporting our Multifamily executives. Due to the multiple areas of responsibility, the role will require a highly skilled individual used to successfully juggling multiple tasks simultaneously.

Essential Responsibilities:

There are three (3) primary areas of responsibility:

 

Approximately 40% of the Executive Assistant’s time will be dedicated to direct support of a Director in the Multifamily team. Responsibilities include:

  • Correspondence with residents and owners, e.g., account reconciliation with information in MRI in response to a resident inquiry
  • Administrative work, e.g., break out commercial HVAC bills for distribution to commercial tenants
  • Prepare resident reference letters, including generating a report and reviewing resident’s history from appropriate database

 

Approximately 35% of the Executive Assistant’s time will be dedicated to support for the senior Multifamily executive team, which include the Executive Director, a Senior Managing Director and two (2) Managing Directors. Responsibilities include:

  • Project work, including projects that involve familiarity with a multifamily portfolio, the ability to gather information quickly and, as appropriate, disseminate information, e.g., what are the sizes of each onsite office?
  • Formatting gathered information so that it is easily accessible to senior leaders as directed
  • Take meeting minutes and transcribe for participants; prioritize and track deliverables identified during meetings, including reminders to those responsible for tasks
  • Take active role in transferring vendors, etc., during transition in property management, e.g., when Rose Property Management Group begins a new management assignment, make sure all the building vendors have the right address to which to send invoices, etc.
  • Copying / scanning / other administrative tasks, including mail merges
  • Collaborate with accounting to ensure the prompt processing of invoices
  • Preparing expense reports, as requested
  • Draft communications, e.g., messages to Community Managers regarding meetings
  • Schedule and arrange meals for monthly meetings

 

Approximately 25% of the Executive Assistant’s time will be dedicated to support for the Capital Projects team. Responsibilities include:

  • Create invoices based on data generated in our third party BuilderTrend system and process though Avid, our third party invoice paying vendor
  • Follow up on invoicing for projects so that Rose is reimbursed or paid directly for expenses and fees
Qualifications and Competencies:

Qualifications:

  • Prior Executive Assistant experience strongly preferred. Bachelors’ Degree required.
  • Ability to interface well with all departments within the company and to represent our senior executives in a highly professional manner.
  • Ability to communicate effectively and professionally with clients, senior level executives, employees and external contacts to the organization.
  • Must have a high degree of proficiency working with Microsoft Office products including Word, Excel and Power Point.
  • Ability to exercise good judgment and to maintain the highest level of confidentiality.
  • Ability to handle multiple tasks simultaneously and understand how to prioritize. Must have exceptional organizational skills.
  • Ability to wear many hats and meet designated deadlines.

 

Equal Opportunity Employer

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