Administrative Support Specialist

Administrative Support Specialist

Department : Business Operations

Location: Corporate Office

Reports to : Vice President, Business Operations

Summary of Role : As an Administrative Support Specialist, you will play a vital role in administrative support to various departments for the organization to assist maintaining a productive, and well-organized office environment.  You’ll be the first initial friendly point of contact for clients, visitors, and stakeholders, and will play a pivotal role in shaping the first impression for guests.

Key Responsibilities:

- Provide administrative support to Development, Construction and Management.

- Greet, validate and support incoming guests and staff to the office.

- Coordinate and manage scheduling of meetings, conference calls, appointments, and other events.

- Interact with internal and external stakeholders professionally and helpfully, ensuring their needs are met.

- Print, organize, and prepare documents for meetings.

- Accurately input and update information in databases.

- Monitor and replenish office supplies, maintain inventory records, and coordinate equipment maintenance as needed.

- Organize documents and obtain signatures.

- Screen all incoming mail, messages and correspondence, and route accordingly.

- Conduct special projects and other duties as assigned.

- Provide support in the coordination of the upkeep of the corporate office and the employee union.

- Timely proofreading, processing (binding and copying), and mailing of various reports.

- Compile, copy, sort, file, and mail office documents.

- Prepare outgoing mail and overnights.

- Open, sort, and route incoming mail and faxes.

- Assist in maintaining the conference room schedule and corporate calendar.

- Maintains the lobby area and conference rooms.

- Assist with special reports, research, mailings, faxes, memos, copying, and filing.

- Manage clerical or administrative activities.

Qualifications and Experience:

- Additional education in office administration, business, or a related field can be a plus.

- 2+ years of experience providing administrative support or an equivalent blend of experience.

- Experience in Development, Multifamily Housing, Property Management, or Real Estate is an advantage.

- Proficient in Microsoft Office programs, (i.e., Excel, Word, PowerPoint, Teams, etc.)

Work Values

- Diligent : 100% Responsibility - Proactive mindset and always proceeds with strategy in mind.  Committed to delivering high-quality results through meticulous effort, dedication, and a strong work ethic.

- Integrity : Honesty in actions and words, practices vigorous authenticity. Acting with integrity and maintaining ethical conduct, valuing honesty, transparency, and fairness in all interactions with internal leadership, colleagues, and external partners.

- Humbly Confident : Demonstrates a unique blend of humility and self-assuredness, with the ability to openly collaborate and communicate effectively with clarity, respect, and empathy.

- Respectful Team Player : Commitment to organizational goals, values teammates, respects others' leadership, and embraces collective success.

- Winning Mindset : Winners never settle – be passionate and stay hungry.  Celebrates others' successes and embraces failure as stepping-stones.  Invested in individual growth and professional development.

- Confidentiality : Possesses great attention to detail and discretion when dealing with sensitive and confidential corporate and client information.

- Professionalism : Demonstrates a professional demeanor, and effective communication, and represents the organization positively in all interactions.

Key Competencies and Skills:

- Calendar and scheduling software  - Outlook

- Presentation software - Microsoft PowerPoint

- Spreadsheet software - Microsoft Excel

- Proficient in operating office machines - such as photocopiers, scanners, facsimile machines, voice mail systems, and computers.

- Time Management – Proficiency in allocating time effectively, setting priorities, and meeting deadlines.

- Communication :  Excellent written and verbal communication skills for effective interaction with executives, colleagues, and external stakeholders.

- Calendar Management: Experience in coordinating schedules, planning meetings, and managing appointments efficiently.

- Travel Coordination: Skill in arranging travel logistics, including flights, accommodations, transportation, and itineraries.

- Meeting Support : Ability to prepare meeting agendas, materials, presentations, and record minutes accurately.

- Adaptability : Flexibility to handle changing priorities, unforeseen challenges, and evolving responsibilities.

- Interpersonal Skills : Strong ability to build positive relationships, work collaboratively, and communicate effectively with diverse individuals.

- Critical Thinking : Capability to analyze information, assess situations, and make sound judgments.

- Resourceful : Aptitude for finding creative solutions and navigating complex situations effectively.