We are currently looking for an executive administrative assistant to be a supportive force who helps make our senior leadership more efficient. The ideal candidate will be a proactive problem solver with high emotional intelligence, exceptional communication skills, and meticulous attention to detail. This person should have experience working in an office environment, performing administrative duties, and providing support to staff and the executives. We will rely on this individual to be flexible and consistent while maintaining the confidentiality of highly sensitive information.
Job Responsibilities:
Receive/Direct/Answer all incoming calls from customers and property managers
Manage all communication between tenants, property managers and facilities team
Legal drafting of 10/30 day notices of violation, drafting of holdover notices, drafting of termination notices
Verify lease signing in compliance, monitor cash receipts of leases, correct any/all lease errors
Draft, create and send renewal/extension leases
Handle all renewal/extension lease negotiations
Draft memos for the CEO for property managers
Sort all mail received at the office
Direct front of office staff, monitor fron office staff projects
Track receipt of and compliance with renewal procedures
Track all incoming requests and schedule showings for some buildings
Create/Enter all vacancies
Provide complaint notices to all tenants
Main point of contact for CHA/HACC/Section 8 leasing emails and renewals
Order and update disclosure packets for Chicago, Evanston and Cook County
Manage all future vacancy, renewal lists to ensure property marking procedure is followed
Success Factors:
Highly organized, detail oriented, able to set priorities and work in a fast-paced environment, manage time effectively and multitask with daily interruptions.
Solid decision-making and problem-solving skills.
Self-motivated, strong work ethic, positive attitude and ability to take direction.
High emotional intelligence, and exceptional verbal and written communication skills.
Must be able to demonstrate initiative to thoughtfully and fully research and follow-up on non-standard situations to ensure compliance with company policies and procedures.
Strong analytical skills with an ability to work well independently.
Proficient in Microsoft 365 (Outlook, Word, Excel, PowerPoint, OneNote, Power Automate, Power BI, SharePoint, and other Microsoft applications)
Desire and ability to become proficient in Diligent Boards, DocuWare, and Monday.com
Ability to maintain confidentiality of sensitive information.
Qualifications:
Bachelor's Degree and 3+ years relevant work experience.
Advanced Excel, Power Automate, and Power BI skills preferred.
Excellent verbal and written communication skills.
Superior organizational skills and attention to detail.
Prior secretarial experience in related management field.
Benefits:
Competitive pay
Company contributions towards employee and dependent health insurance
Paid vacation and sick pay
401(k)
Professional development assistance
Tuition reimbursement
40-hour work week
Schedule:
8 hour work day
Monday to Friday, plus over-time needed at one and one-half time
Travel requirement: No travel
Work Location: In person
