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Job Summary

The Administrative Business Partnerwill use professional and relationship building skills to provide an anticipatory and high level of administrative and project support. As an Administrative Business Partner, you will anticipate the needs of the team and help them stay focused on their projects by resolving operational and administrative issues before they arise. This role will move quickly with the ever-changing environment, and you will use this knowledge to strategically support the team. You will leverage your relationships to creatively get things done, find answers and improve existing workflows. You will be an integrated member of the departments you support and will learn and share industry and organizational specific reporting, cadences, and best practices. We are looking for a highly self-motivated professional who can prioritize tasks and work under pressure to handle a wide variety of activities in a changing environment and can handle all confidential matters with discretion.

This role is in the New York office 5 days a week.

Essential Job Functions

Team Lead Administrative Support

Supports EVP, Head of Leasing, and SVP, Leasing
Schedules meetings, conference calls and manage travel arrangements.
Support of Outlook calendars, meeting prioritization, draft agendas, take notes, and send out follow-up.
Works closely and effectively with executives to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
Utilizes shared files, FedEx, DocuSign, to ensure document management and execution.
Compiles, prepares and submits expense reports for management team.
Builds strong network of resources and collaborators to solve day-to-day administrative challenges quickly and calmly.

Departmental and Functional Expertise

Dives into departmental administrative processes and establish standards; pro-actively send reminders and establish solid relationships with internal and external stakeholders.
Responsible for first-level department reports, forms, and plans and will utilize Word, Excel and PowerPoint heavily and translate concepts into visually organized decks and spreadsheets.
Learns the department-specific software needs and in some cases become super-user or first-level administrator of data and/or access.
Works with department head to understand the budget for the group and process invoices and expenses accordingly.
Validates invoices, confirm proper coding and then submit to appropriate software for payment. Troubleshoot missing invoices, expedite where necessary, and interact with vendors and accounting to ensure payment.
Provides a bridge for smooth communication between executives and internal departments; demonstrating thoughtfulness and discretion to maintain credibility, trust and support with senior management team.

Office Coverage

Organizes periodic company events such as all team meetings, department events, holiday parties and other events as needed.
May provide primary or back-up office management support in ordering and stocking supplies, working on space planning, access and moves and point of contact for organizing tours. Expert on their geographic location in providing recommendations for hotels, meals, and activities.
Support regional team members with various administrative tasks and ad-hoc projects.
Assumes additional responsibilities and perform special projects as needed or directed.
Miscellaneous data entry for various projects.

Qualifications and Technical Competencies

Excellent communication skills in written and oral communications; able to communicate effectively with individuals at all levels of the organization
Strategic thinker who is able to frequently assess the “why” and tailor work product and communication as needed; escalate issues with potential solutions and pivot with changes
Meticulous planner who is detailed in planning, execution and follow-up
Four or more years of administrative support experience in real estate, consulting and/or financial services industries
Advanced skills with Microsoft Excel, Word, PowerPoint required
Excellent technical, interpersonal, and analytical skills required; utilization of previous file sharing and collaboration software to understand capabilities and leverage to get things done
Works well as part of a team, takes ownership in projects, and works quickly and effectively under strict deadlines
Proficiency with Teams, Zoom, Adobe Acrobat
Ability to multitask in a fast-paced growth-oriented company

Benefits & Compensation

Benefits: The Company provides a variety of benefits to employees, including health insurance coverage, retirement savings plan, paid holidays and paid time off (PTO).

Base Salary Range: $110,000-$120,000. This represents the presently-anticipated low and high end of the Company’s base salary range for this position. Actual base salary range may vary based on various factors, including but not limited to location and experience.

The additional total direct compensation and benefits described above are subject to the terms and conditions of any governing plans, policies, practices, agreements, or other materials or documents as in effect from time to time, including but not limited to terms and conditions regarding eligibility

April Housing

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Administrative Business Partner