Executive Administrator

1425 4th Avenue near Suite 200, Seattle WA

Description

Come be a part of Urban Renaissance Group - a full service commercial real estate firm! About URG: URG is a Seattle-based full-service commercial real estate company, engaged in acquisitions, development, asset management, leasing, property management and ownership in Seattle, Bellevue, Denver and Portland. URG's majority investor is the Joshua Green Corporation, creating a deep thread of commitment to the greater PNW that runs through every area of the company. Because development and asset investment tend to present their best opportunities in different parts of the economic cycle, this new combination of companies provides URG with a dynamic and balanced portfolio of opportunities and an ability to optimize real-estate investment across all parts of the building lifecycle. URG is experiencing steady growth in all facets of our platform, including the acquisition of Touchstone, a Seattle-based development company, in December of 2014 and the acquisition of the operating platform of Langley Investment Properties, a Portland-based real estate company. Our operating platform now totals over 10 million square feet, supported by over 190 employees. We are looking for motivated, customer-oriented individuals to add value to our team, provide support to our expanding platform, and join us in leading the way for the renaissance of Urban America. Summary: The Executive Assistant is responsible for assisting the Chief Executive Officer (CEO) in all work-related functions to ensure operational efficiency. The Executive Assistant provides information management support, coordinates communication and manages the schedule for the CEO. On occasion, this role will require back up assistance for the Corporate and Executive Office Staff. This individual will exhibit a high degree of discretion with confidential manners. RESPONSIBILITIES Specific Duties include but are not limited to: • Manage the CEO’s schedule and calendar to ensure effective scheduling of meetings, events and appointments • Manage CEO email inbox • Keep up-to-date contact information • Coordinate and manage all CEO travel and accommodations • Maintain CEO accounts and memberships • Assist with preparation for the Company Board Meetings, including but not limited to preparing documents, presentations, booking travel and accommodations for the Executive Team and Board Members, etc. • Manage credit card for CEO, collect receipts, input descriptions, submit reports • Assist CEO with communication between all URG Board members • Assist with creating and drafting proposals, memorandums, internal and external communications for CEO as well as Executive level staff • Maintain organized filing structure for CEO files, both electronic and hard files • Maintain the DocuSign account and create DocuSign documents for electronic execution • Participate in Corporate Support Team meetings • Plan events and contests • Share documents and ideas • Assist with Company Newsletter • Assist Corporate Administrators with Corporate tasks Relationships • Participate as a staff team member, supporting all of the efforts to achieve organizational goals. • Maintain good internal/external customer relations through regular personal contact responding to concerns, complaints and questions, to include but not be limited to: • Assist WHQ Front Desk Administrative Assistant when needed • Assist WHQ Front Desk Administrative Assistant with front office hospitality for guests. • Be available and willing to help assist Corporate Support Team Members in special projects as needed. • Assist WHQ Front Desk Administrative Assistant in coordination of special events in the office and at our properties. These could include marketing events, board meetings, holiday decorations, birthday celebrations, meetings, retreats and employee functions. • Maintains proficiency in technical and professional knowledge as required by the job by attending approved educational workshops and tutorials. • Proactively staying apprised of impactful initiatives, involvement with appropriate professional societies, community awareness and news that effect the Company, Executives and related endeavors. Operations • Support the CEO in all work functions to ensure the smooth flow of schedule and daily operations • Manage and maintain confidential information • Organize, update and maintain specific files, systems and processes such as: o Produce information by transcribing, formatting, inputting, editing, retrieving, copying and transmitting text, data and graphics • Prepare reports by collecting and analyzing information • Maintaining and managing appointment schedule, planning meetings, scheduling appointments, conferences and travel. Identifying calendar conflicts and proactively executing adjustments. • Assist CEO with functions to include but not be limited to: o Creating various folders o Creating as required, mailing and filing correspondence as requested o Assisting in the coordination, copying, courier delivery and mailing of periodic reports, packets, gifts, documents and material as requested o Provide historical reference by developing and utilizing filing and retrieval systems o Meeting records o Pre-screening, researching, routing correspondence, drafting letters and documents; collecting and analyzing information; initiating telecommunications o Organizing speaking engagement details and presentation materials. o Assist with travel arrangements Financial • Reconciling the CEO’s Credit Card on a monthly basis • Work with Corporate Accounting to ensure Dues and Contributions as well as sponsorships are appropriately budgeted for Company • Participate actively in the planning and execution of company events • Planning and scheduling of all URGiving events and campaigns • Perform review and analysis of special projects and keep the management properly informed • Exemplify URG’s Core Values and promote them in all aspects of position • Participate as a staff team member, supporting all the efforts to achieve organizational goals SKILLS + ABILITIES • Excellent organizational and communication skills • Effective business writing skills • Customer service oriented • High degree of discretion with confidential matters MINIMUM QUALIFICATIONS • 3+ years administrative experience • Expert level in Microsoft products including Word, Excel and outlook • Commercial Real Estate experience preferred but not required