Executive Assistant

Marquee Asset Management, LLC; Scottsdale (AZ); On-site; USD 60,000 - 80,000; Full time

Benefits offered by this job

401(k)/Company Match

Medical Insurance

Dental insurance

Vision insurance

Life insurance

Disability Insurance

Paid time off

Job summary

Shelter Asset Management LLC in Scottsdale seeks an experienced Executive Assistant to provide operational support at the Scottsdale office. The role includes meeting scheduling, calendar coordination, taking minutes, logging action items and following up on completion.

Performs clerical and administrative duties and maintains electronic files and archives. You will support the President and executive team with correspondence, travel arrangements, and presentation creation while ensuring

Qualifications

• College degree required; 10+ years in office administration and executive support.
• Experience in legal, real estate, finance or related industries is a plus.
• Proficiency with Primavera, Green Halo, Egnyte, Blue Beam, Procore, and AutoCAD is advantageous.

Responsibilities

• Create, organize and edit presentations for the executive team.
• Manage calendar and meeting schedules for President and executives.
• Publish meeting agendas, take notes, track action items, and publish minutes.
• Coordinate internal and external meetings including travel arrangements.
• Organize, file, and archive documents with version control.
• Provide admin support to President and executive team via correspondence and emails.
• Transcribe, format, and proofread materials using Office & collaboration tools.
• Schedule, assign and monitor appointments for staff as needed.
• Handle mail distribution and office supply management.

Skills

Microsoft Office

Word

Excel

PowerPoint

MS Projects

Outlook

Google Suite

SharePoint

Education

College degree

Tools

Primavera

Green Halo

Egnyte

Blue Beam

Procore

AutoCAD

Job description

The Executive Assistant is responsible for providing operational support and management at the Scottsdale office. This is a full-time position for a seasoned professional who enjoys assisting other staff members. Operational support includes meeting scheduling, calendar coordination, taking minutes, logging action items and following up on completion. Performs clerical and administrative support functions including transcribing notes and composing correspondence as requested and performs general management and organization of electronic files and document archives. Answers main business telephone lines and transfers call during business hours.

PRIMARY DUTIES

• Creating, organizing and editing presentations
• Managing calendar and meeting schedule for President and executive team
• Publishing meeting agendas, taking notes, tracking action items and publishing meeting minutes
• Coordinating internal and external meetings, which may involve scheduling meeting times, making travel arrangements for attendees, and ensuring that various meeting amenities are available
• Organizing, filing, and archiving paper & digital documents and construction plans, maintaining version control
• Providing administrative support to President including telephone call screening, logging messages and email inbox management
• Providing administrative support for the executive team, including drafting correspondence and creating presentation slides
• Transcribing, typing, formatting, and proofreading materials (e.g., correspondence, invoices, contracts, meeting minutes, reports, speeches, and presentations) using word processing, presentation, graphic and spreadsheet software
• Managing appointments and schedules for applicable staff
• Distributing incoming mail, preparing outgoing mail, maintaining office supply or other inventories
• Other duties as assigned

REQUIREMENTS

• Candidates must have intermediate to advanced proficiency in Microsoft Office Suite, Word, Excel, PowerPoint, MS Projects, Outlook, Google Suite or equivalent and sharepoint.
• 10 plus years office administration and executive support
• Legal, real estate, finance industry or other relevance experience
• College degree
• Proficiency in the following other current software such as Primavera; Green Halo, Egnyte, Blue Beam, Procore, Auto Desk, etc. a plus.
• Vendor and contract management experience, a plus

CRITICAL SUCCESS FACTORS

• Positive attitude, professional, self-directed & self-motivated.
• Ability to jump in and make a contribution while learning along the way, a “can-do” approach to assignments.
• Ability to thrive in a demanding, fast-paced environment.
• Strong interpersonal and team-oriented skills; good relationship builder
• A high degree of discretion and respect for confidentiality related to personal executive information.
• A passion for adding value.
• Highly detail oriented.
• Superb organization skills.
• Excellent written and verbal communication skills.

Knowledge in AI software.

Job Type: Full-time

Benefits

• 401(k)/Company Match
• Medical Insurance
• Dental insurance
• Vision insurance
• Life insurance
• Disability Insurance
• Paid time off

Schedule

• Monday to Friday

Work Location: In person

Shelter Asset Management LLC is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, age, color, religion, gender, gender identity, sexual orientation, national origin, disability, protected Veteran status or any other protected category under applicable state/federal law.