Administrative Assistant and Facilities Coord

Position Summary:

The Administrative Assistant & Facilities Coordinator provides dedicated administrative support to a designated leader while assisting with facilities coordination across the company’s portfolio of properties. The role works closely with the Owner’s Executive Assistant, local office coordinators, and internal teams to ensure administrative needs are handled efficiently and effectively.

Key Responsibilities:

Administrative Support

• Provide dedicated administrative support to a designated leader, including scheduling, correspondence, document preparation, and meeting coordination.
• Manage the leader’s calendar, appointments, meetings, and other administrative priorities.
• Work in close coordination with the Owner’s Executive Assistant to provide administrative support and assist with the Executive Assistant’s needs as appropriate.
• Maintain files, records, and confidential information with appropriate discretion.
• Support special projects and other administrative needs assigned.

Facilities & Property Coordination

• Coordinate facilities needs across all properties within the company’s portfolio.
• Partner with local Office Coordinators to understand and address property and workplace needs.
• Escalate significant maintenance, safety, security, or property issues to the appropriate leader.
• Identify opportunities to improve facility operations, enhance the workplace experience, and manage costs effectively.

Qualifications:

• 2+ years of experience in administrative support, office management, facilities coordination, property management, or a related field.
• Ability to handle sensitive and confidential information with discretion and professionalism.
• Strong organizational and time management skills.
• Excellent written and verbal communication skills.
• Strong attention to detail and follow through.
• Ability to manage multiple priorities, properties, vendors, and deadlines.
• Ability to work independently, take ownership, and proactively solve problems.
• Strong customer service mindset and professional presence.
• Proficiency with Microsoft Office and common workplace technology.
• Experience working with vendors, contractors, landlords, or property managers preferred.
• Ability to travel between company properties as needed.