EXECUTIVE ASSISTANT

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Job ID:
2499542
Location:
Cleveland, OH
Category:
Admin-Clerical
Salary:
per year
Zip Code:
44101
Employment Type:
Full time
Posted:
08.11.2018
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Job Description:

PIRHL's mission is to bend the forces of the universe to create transformational, affordable, and sustainable communities that help stabilize the lives of our residents.

Our process is built on thorough analysis, transparency, and strong public-private partnerships. PIRHL builds communities where people want to live.

To date, we have developed over 50 properties and over 5,000 units serving clients in the Midwest, Mid-Atlantic and Southeast.

Position Summary:

Provides high-level administrative support to Principals by managing their time and helping them achieve corporate and departmental goals and objectives, drives performance and accountability, using complete discretion and professionalism.

Essential Duties and Responsibilities:

Communications and Scheduling

  • Facilitates and schedules meeting requests and ensures that all meetings with Principals have clear objectives and are in alignment with PIRHL's strategy and core values, that the right people are attending the meeting(s) and that the appropriate materials are prepared and distributed.
  • Prepares Principals for all meetings and ensures that all meeting follow-up information and tasks are communicated to relevant parties and closes the loop on any open items to ensure timely and accurate completion.
  • Serves as the gatekeeper for the Principals by communicating directly with executives, employees, the public, investors and others as appropriate.
  • Keeps each of the Principals calendar's up to date anticipating schedule adjustments and reminding the Principals of upcoming appointments and communicating any changes to their schedules or materials.
  • Sets-up and tests technology for meetings - laptops, projectors, computers and equipment needed for meetings.
  • Facilitates and manages conference calls, WebEx meetings, webinars and others.
  • Must become familiar with all technology used by PIRHL for meetings and presentations.
  • Orders, picks up, and organizes refreshments for meetings as needed.
  • Maintains accurate up-to-date contact information via PIRHL's designated email platform.
  • Manages email for one of the Principals.
  • Creates an organized system to prioritize emails and simplify daily email monitoring.
  • Ensure time-sensitive matters are addressed with a sense of urgency.
  • Screens incoming phone calls and messages.
  • Manages and prioritizes communication load.
  • Understands and communicates corporate policies and procedures necessary to ensure appropriate decision-making protocols are followed.
  • Handles confidential information in a professional and discrete manner always, bringing important information to the Principals attention when appropriate.
  • Coordinates retreats and other offsite strategy sessions.

Signatures/Approvals

  • Obtains signatures for all projects, checks, invoices, and all internal and external due diligence documents.
  • Facilitates signings of legal documents and bank wire transfers while taking responsibility for ensuring Principals have accurate information/synopsis and understanding of what they are signing.
  • Reconciles monthly credit card statements for both Principals, personal company card, and related expenses on both the vendor and travel cards with receipts related to each card and codes each item with the appropriate accounting code.
  • Prepares expense reports and obtains approval for processing.

Travel Arrangements and Personal Errands

  • Manages corporate and personal travel arrangements for Principals including airfare, rental car, hotel, conference room rentals, while adhering to the travel preferences of each Principal.
  • Provides thorough itineraries, maps, directions, and meeting materials.
  • Registers Principals for conferences and events.
  • Handles business and personal errands for Principals as needed.
  • Manages the EZ-Pass accounts for the Principals and the Development Department.

Investor Relations

  • Coordinates investor mailings and communications.
  • Distributes monthly email updates to investors with meeting reminders and appropriate attachments as approved by Principals.
  • Ensures investor meetings are properly scheduled, refreshments are provided, and all meeting materials are prepared and distributed.
  • Coordinates the scheduling of off-site investor meetings when necessary.
  • Maintains investor contact information including multiple addresses, phone numbers, and email addresses.
  • Keeps track of special preferences they each have for preferred methods of contact.

Special Events

  • Coordinates and oversees the completion of corporate level special events: holiday party, happy hour events, lunch celebrations, and other company outings/events, and investor events.
  • Order and mail holiday cards.
  • Coordinates and organizes corporate level special events for staff and investors.

Education and Experience:

  • Bachelor's degree from a four- year college or university, or four to six years related experience and/or training; or equivalent combination of education and experience.
  • Prior experience as an Executive Assistant working with high level executives required.
  • Must have extensive experience working in a Microsoft Office Suite operating environment.
  • Experience planning and overseeing special events.
  • Experience working with investors and other high-level business partners.
  • Experience coordinating travel arrangements including airfare, rental car, hotel and conference room rentals.

Other Qualifications:

  • Must be able to perform all responsibilities of the job with the highest level of discretion and professionalism.
  • Ability to encourage and build mutual trust, respect, and cooperation among team members.
  • Ability to work with an interdisciplinary professional team, including high level executives.
  • Ability to handle stress and conflict well, adapt to rapid change, and demonstrate flexibility and creativity in a fast-paced environment.
  • Ability to maintain highly confidential information; both professional and personal.
  • Excellent interpersonal skills and an approachable, friendly, and welcoming personality.

TO APPLY

Please send a cover letter, resume and three (3) professional references to:

(see below)

No phone calls, please.

Job Posting Number: P18D12

Posting Date: August 3, 2018

Company Info
PIRHL LLC