Executive Assistant

Four dynamic, integrated companies make up the Transwestern enterprise, giving us the perspective to think broadly, deeply and creatively about commercial real estate. Clients and investors rely on us for expertise that spans institutional and opportunistic investment, development, hospitality, and brokerage and asset services. Our award-winning, collaborative culture empowers team members with resources and independence to work across boundaries in pursuit of innovative solutions, reinforcing a reputation for service excellence that translates to measurable results. Through offices nationwide and alliance partners around the globe, we positively impact the built environment and our communities while fostering a work climate that champions career vitality for all. Learn more at transwestern.com and @Transwestern.

Part of the Transwestern companies, Transwestern Real Estate Services (TRS) strives to add value for investors, owners, and occupiers across all commercial property types. Fueled by a holistic perspective of the real estate life cycle, agility and creativity are hallmarks of our approach, while vast national resources and sound market intelligence underpin customized recommendations and property solutions.

Transwestern is built on a common purpose - Empowering Good People to do Extraordinary Things Together. We are committed to the hiring of smart, passionate, hard-working people who understand the benefits of both collaboration and independence.

POSITION SUMMARY:

The Executive Assistant is responsible for supporting a senior leader(s). It is the responsibility of the Executive Assistant not only to exhibit legendary customer service when communicating with employees, clients, and other leadership, but to also focus on productivity and results. It is also the Executive Assistant responsibility to assist with the implementation and administration of policies, procedures and programs in a day-to-day basis that will assure that the projects are well managed.

It is also the responsibility of the Executive Assistant to deliver the Transwestern Experience when interacting and communicating with tenants, owners, vendors and fellow team members.

ESSENTIAL JOB FUCNTIONS:

• Track and assist in implementation of national Transwestern initiatives.
  
• Act as project manager for special projects, at the request of leadership, which may include planning and coordinating multiple presentations and disseminating information.
  
• Act as a liaison with other departments and outside agencies.
  
• Manage the executive calendar/schedule.
  
• Initiate and respond to executive correspondence and handle confidential information.
  
• Schedule and organize complex activities, such as meetings and travel.
  
• Prepare expense reports; this includes obtaining receipts as needed and reconciling and expensing all credit card charges to gain maximum reimbursement.
  
• Review all expenses submitted by vendors and staff.
  
• Support other accounting needs as required.
  
• Prepare monthly and year-end financial reports, portfolio rollup using MS Excel.
  
• Assist in the budget process with analysis for the region utilizing and combining digital photos, MS Word and Excel.
  
• Portfolio analysis including profitability.
  
• Assist in tracking completion of regional budgets and CAM reconciliation and collections for all properties in the region.
  
• Assist the market leader with budget development and reforecasting.
  
• Interact with regional and national accounting on financial issues in region.
  
• Assist with the completion of new hire paperwork to Human Resources department.
  
• Participate and assist with Human Resources Initiates.
  
• Compose and type appropriate correspondence and memos.
  
• Answer the market leader's telephone when busy; screen calls and email.
  
• Prepare regional forms including property, team member and any other regional forms required.
  
• Compose, balance and code expense reports.
  
• Assist with preparation of meetings.
  
• Assist with business plan development.
  
• Manage client and prospect database.
  
• Track and assist in implementation of national Transwestern initiatives.
  
• Completes goals and projects in accordance with stipulated deadlines and measurements.
  
• Assists Transwestern executives with other projects, when requested.
  

• Preferably a bachelor's degree in Business Management, Finance, Accounting or Communication/ Management related discipline.
  
• Must have 8 years prior office experience supporting an executive level professional.
  
• Must have advanced MS 365 Word, Outlook, Excel, and PowerPoint skills.
  
• Must type at least 60 words per minute.
  
• Financial analysis software is a plus, Argus, MRI, and Skyline preferred.
  
• Ability to keep information strictly confidential.
  
• Strong desire to succeed in an entrepreneurial environment.
  
• Excellent spelling and grammar, good phone skills, organized, able to set priorities and meet deadlines, able to multitask; carefully proofs own work.
  
• Must be able to handle multiple projects, changing priorities and a continually heavy workload.
  
• Exceptional oral and written communication skills.
  
• Strong customer service orientation.
  
• Overtime maybe required.