Meets daily in person or by phone with CEO to coordinate calendars, critical issues, and ongoing tasks. Sets up and maintains tickler follow-up system in MS Outlook.
Responsible for phone reception and general administrative issues for CEO. Returns calls and reviews voicemail for CEO as necessary. Typically serves as first point-of-contact.
Schedules appointments, meetings and conference calls, including calendaring, room reservation and preparation.
Types/transcribes correspondence, minutes, memos, legal and other documents, from handwritten or typed materials, notes, or verbal instructions. Copies, files and/or distributes appropriate documents and other materials. Prepares reports, spreadsheets, charts/graphs, and presentations as requested. Takes responsibility when directed for overall coordination of materials in preparation for such reports or presentations. In some instances, responsible for database management.
Sorts & distributes CEO’s mail to appropriate folders or staff; flags critical items for immediate review. Handles own In-Basket in timely manner.
Takes responsibility for maintenance & protection of important legal documents.
Supports all departments with projects as necessary.
Applies knowledge of basic office practices, procedures and equipment (e.g. telephone, postage meter, computer, fax, copier, etc.).
Logs resident issues, notifies appropriate staff and updates database with results.
Assists with Lease ups for new properties, as necessary.
Reviews invoices for Department and forwards to higher levels for approval.