Administrative Assistant

Job Description: Administrative Assistant (Development Dept)

Reports to: Sr. Director of Development

Job Summary

The Administrative Assistant is responsible for providing administrative support to the Development Department and Senior Living team. Responsibilities include assisting with general administrative duties, record – keeping, and special department projects.

Important Relationships: Daily interactions with the Development Department, Senior Living team, and other Corporate and property management staff. The Administrative Assistant must establish and maintain productive professional relationships with all teams to successfully carry out job responsibilities.

Key Duties and Responsibilities:

• Prepare, manage, and arrange signing of all documents, such as contracts, reports, check requests, and change orders.
• Support bidding procedures
• Scheduling meetings and travel arrangements
• Maintain electronic filing system, including SharePoint organization.
• Maintain and distribute incoming mail.
• Maintain contact list in Microsoft Outlook
• Keep Subcontractor/Vendor list updated
• Generate and process expense reimbursements
• Draft correspondence and responses as directed
• Handle telephone calls and emails; determine urgency and action required.
• Other tasks and projects as requested.

Other Responsibilities:

• Uphold the Steadfast Core Values and Mission Statement
• Maintain a professional image and positive attitude

Required Education and Experience:

• 3-5 years’ experience as an Administrative Assistant or equivalent administrative role
• Some real estate/development experience preferred (but not required)
• College degree, preferred.

Preferred Knowledge, Skills and Ability:

Consistently demonstrates excellence in the following skills:

• Excellent written and verbal communication skills.
• Collaborative abilities, working with diverse teams and external entities.
• Demonstrated ability for multi-tasking and meeting simultaneous deadlines.
• Exceptional scheduling and organizational skills.
• Computer skills; experience with Microsoft Office Suite.
• Attention to detail.

Consistently demonstrates the following qualities in carrying out duties and in interacting with others:

• Team player with strong work ethic, and able to work with a variety of personality types.
• Demonstrated self-starter, demonstrating initiative, confidence, and professionalism.
• Motivated by high level of accountability; results oriented.
• Dependable and flexible with work tasks and schedule

Physical Requirements / Working Environment

Work Hours: 40 hours per week, as scheduled; schedule may change as required. Hours over and above normal office hours may occur, including evenings, holidays and some weekends.

Equipment required: telephone, computer (including keyboard, mouse and monitor), etc.

The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions

• Must be able to lift 25lbs
• Must be able to sit for extended periods of time
• Must have finger dexterity for typing/using a keyboard
• Need to view computer screen for periods of time; able to see things clearly beyond arm’s reach
• Consistent and regular attendance required