Senior Administrative Assistant

Responsibilities

• Prepares comprehensive and complex proposals, reports, correspondence, charts, tables, graphics and other documents using various software packages.
• Researches and creates complex data and information for inclusion in reports, information packages and/or presentation materials.
• Prepare and process deal-related invoices and coordinate deal closings using internal Newmark systems.
• Submit vendor invoices through Coupa and track cost-recovery issues with Newmark Corporate.
• Maintain and update various internal databases.
• Production and distribution of monthly reports for internal and external clients, based on area of business.
• Maintains calendar of appointments for assigned staff or department.
• May directly assist in budget preparation and control activities.
• Serves as the administrative liaison with internal and external clients on administrative matters relating to purchasing, facilities, operations, etc.
• Interfaces with company personnel and outside parties to coordinate meetings, conference calls and appointments.
• When necessary, direct callers to appropriate staff or voice mail.
• Develop and maintain departmental filing & tracking systems.
• Includes establishing files for all written/email correspondence, project work, and reports.
• Ensure assigned office equipment is adequately maintained and secure.
• Contact and coordinate with vendors to service or repair equipment.
• May review vendor contracts with regard to service and research new vendor offerings.
• Provides additional support through copying, scanning and mailing as requested by assigned staff.
• Monitor and order general office supplies as needed.
• Processes invoices for supply orders.
• Handle other duties as specifically designated by department.

Qualifications

• 3–5 years of administrative experience
• Knowledge of commercial real estate industry a plus
• Strong proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), InDesign a plus but not required
• Exceptional organizational skills with the ability to manage multiple priorities in a fast-paced environment
• Excellent written and verbal communication skills
• Strong proofreading and editing skills
• Able to maintain discretion regarding personnel and industry-related matters
• Strong attention to detail and proactive problem-solving skills
• Excellent interpersonal skills
• Professional demeanor and the ability to interact effectively with clients and senior leadership