Administrative Assistant at Large Property Management Firm

Los Angeles, CA | Direct Hire

Job ID: MM-MP-PMAAsst01 Category: Professional Services Pay Rate: $50-75k / yr DOE

We are interviewing experienced, high energy Administrative Assistants for a busy property management team in downtown Los Angeles. Our client owns, develops, renovates and manages high quality office buildings around the world and apartment communities in major cities throughout the US.

The Administrative Assistant is needed to manage the day-to-day administrative functions for several C level executives. Some day to day tasks include screening calls, arranging travel and meetings, preparing presentation material, data entry and event planning. The successful candidate works well with all levels of management, staff and clients.

Primary Responsibilities:

  • Coordinate with 3rd party / system vendors
  • Answer and distribute phone calls
  • Manage office calendar
  • Generate expense reports with receipts provided by associates
  • Submit expense reports for reimbursements
  • Organize and maintain files
  • Arrange travel and accommodations for business travel
  • Prepare and provide detailed travel itineraries
  • Liaise between all departments and clients
  • Input and update contact information 2-3 times a week
  • Save emails to network drive folders
  • Manage uploads and downloads between local and network drives for ease of access and backups
  • Track incoming vendor and consultant invoices and due dates in Excel
  • Manage payment confirmation and discrepancies
  • Create PowerPoint presentations
  • Manage special projects
  • Coordinate special project and special event support
  • Coordinate internal meetings, conferences and client meetings
  • Purchase office supplies
  • Support all team members with administrative and planning as requested
  • Other duties as assigned

About The Candidates:

  • AA degree or above (MUST)
  • 3+ years’ experience supporting C level executives (MUST)
  • Advanced computer / software skills: including MS Outlook, Word, Excel and PowerPoint (MUST)
  • Desired Personality Traits and Advanced Skills: excellent grammar, ability to write clear and concisely, strong interpersonal communication, ability to anticipate needs and problems, analyze and prioritize issues, attention to detail, organized, conflict/problem resolution.

Equal Opportunity Employer considering qualified candidates in accordance with state and federal laws, including those with criminal histories, in a manner consistent with the City of Los Angeles’ Fair Chance Initiative for Hiring Ordinance.

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