Administrative Assistant - Scottsdale Fashion Square
About the role
The Administrative Assistant provides comprehensive administrative and marketing support to property management and mall operations. Key responsibilities include managing tenant and vendor databases, coordinating reports and lease documentation, supporting marketing initiatives, and assisting with event planning and communication.
Responsibilities
- Perform general administrative tasks including mail distribution, document creation, copying, faxing, call handling, and file maintenance
- Maintain and update databases for tenants, vendors, and insurance
- Track administrative information related to Leasing and Business Development
- Draft default letters and other communications to retailers
- Manage the property trash program and coordinate with the waste management vendor
- Generate reports using Yardi for various property teams
- Oversee the property storage program, including lease agreements and insurance tracking
- Create and submit deal sheets for storage agreements
- Cover quarterly campus leader meetings and prepare office space for meetings
- Update the Retailer Handbook quarterly
- Maintain an up-to-date Emergency Contact List for tenants
- Organize employee appreciation events
- Prepare and submit expense reports
Marketing Responsibilities
- Process Business Development RLAs and advertising agreements
- Schedule and set up for the community room
- Update directories and website content (events, sales, maps, promos)
- Monitor website for accuracy and functionality
- Support Marketing Manager with tracking, reporting, contracts, and data input
- Create and schedule social media posts; monitor engagement
- Draft e-blasts for Marketing Manager review
- Draft and distribute event setup memos; follow up as needed
- Take photos for advertising, social media, and event documentation
- Research contacts for business development leads
- Execute on-mall corporate marketing sweepstakes
- Maintain marketing files and equipment inventory
- Provide event support, including schedule adjustments as needed
What You Bring
- 3 - 5 years of administrative experience with a high school diploma or equivalent
- Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook)
- Strong organizational, time management, and attention to detail skills
- Excellent written and verbal communication with a customer service mindset
- Experience with property management software (e.g., Yardi) and basic marketing tools
Employer
The Employer retains the right to change or assign other duties to this position.
Total Rewards
- Best-in-class benefits with affordable employee contribution levels
- Generous Paid time off, including vacation time, 12 paid holidays and 80 hours of sick time annually
- 401(k) match with immediate vesting
- Ability to purchase company stock at a 15% discount
- 24 paid volunteer hours and employer charitable match
- Employee Assistance Program
- Career-development resources
- Comprehensive wellness program including ClassPass memberships
- Field Fridays and more...
At Macerich
In-person work at our offices is a top priority because it allows us to collaborate more effectively, build stronger connections, and maintain the culture that drives our success. To that end, we do believe in a healthy work/life balance and are proud to offer Remote Fridays for our Corporate offices and Field Fridays for our Retail Properties.
Compensation
The compensation for this position is determined based on several factors, including the candidate's experience, qualifications, and the specific requirements of the role. Final salary offers will be discussed during the interview process and will reflect the candidate's skills and the company's compensation structure.