Residential Living Assistant, Sr. jobs in New York, NY

FirstService Residential is looking for an Administrative Assistant to support an Executive Vice President of the organization. The Admin Assistant works across various teams to promote engagement through meeting coordination and collaboration with department heads of each division, in addition to supporting the EVP with daily tasks. Job responsibilities include, but are not limited to, the following:

• Engagement with FirstService Project Management, FirstService Energy, Mitchell-Lama, and Commercial Rental Portfolio
• Monitor the EVP's email inbox throughout the day and alert the EVP to time-sensitive and/or important emails requiring action/response
• Prepare all written communication on behalf of the EVP
• Ensure all phone calls are answered and that all messages are passed on
• Calendar management - schedule meetings (virtual or in-person) with clients, team members, vendors
• Monitor the leasing/lease renewals for commercial properties
  
  • Update listings on LoopNet
  • Order necessary signage
  • Run credit reports on prospective tenants
  • Track inquiries and follow up
  • Work with attornies to prepare lease agreements
  • Prepare commission invoices
• Track EVP expenses
  
  • Save and store receipts
  • Review credit card statement
  • Review EZ Pass statement
  • Submit for reimbursement
• Order gifts for associates and clients
• Review associate time cards for accuracy in ADP and adjust when necessary
• Retrieve, open, and distribute team mail (FSPM/FSE)
• Ensure that Mitchell-Lama team is meeting deadlines (compliance with city/state, company-issued tasks, agency-issued items)
• Troubleshoot any issues that the team is experiencing
• Submit requests to the National Service Desk on behalf of the EVP/team members
• Prepare proposals and agreements as necessary
• Track current and potential clients in Salesforce
• Ensure that team files are in the correct folders and distributed to the appropriate parties (accounting, managers, attorneys, etc…)
• Help onboard new associates to the different divisions
• Assist with the planning and execution of events both in person and/or virtual

Knowledge, skills & proficiencies:

• Five (5) years' experience supporting high-level executives
• Bachelor's degree required
• A true team player with a “no job too small” attitude
• A high level of energy and a strong bias to service excellence and getting things done with a sense of urgency
• Possesses personal and professional integrity
• Excellent interpersonal skills; can build and maintain effective working relationships
• Controlled under pressure, can communicate confidently with all levels in the organization, and can juggle conflicting priorities with ease
• Able to work independently and be a team player
• Well-organized, efficient and has a good sense of priorities
• Diligent and motivated
• Strong analytical skills
• A self-starter who leads by example and who is respected by all levels of associates
• Must have superior verbal and written communications skills and proven customer service exposure
• Must be extremely organized, consistent, flexible, and adaptable to change
• Working knowledge of Microsoft Office and Windows environment necessary