Executive Administrator - Orlando

Job Title

Executive Administrator - Orlando

Job Description Summary

Responsible for providing support to executive and senior management and fee-earner(s) as needed in an efficient and effective manner. Executive Administrator will work with the Director of Operations, Managing Principal, Operations Manager and Executive fee-earner(s) within the market to provide support and assist in strategic initiatives.

Job Description

Essential functions and responsibilities

Administration and Office Support

• Creatively solve problems to ensure that market offices operate in an efficient and effective manner
• Ensure that education, credentials and licensing of staff is current
• Ensure company policies are followed
• Assist and support the Managing Principal, Director of Market Operations and/or Operations Manager with the development of forecasts and operations plan as needed and administrative support duties
• Compose draft correspondence for review by manager(s)
• Prepare, collect and maintain information for the preparation of confidential reports, proposals, and other materials
• Assist in planning and coordinating complex travel arrangements for executive(s)
• Assist in planning and coordinating company events, conferences etc.
• Schedule and organize complex calendar activities such as meetings, agendas, luncheon arrangements, travel plans and department activities; work around scheduling conflicts and takes on responsibility for keeping manager(s) on schedule
• Coordination of Agreements
• Coordination of office initiatives such as anniversary recognition items, tracking milestones and special events.
• Anticipate manager(s) and business needs and undertake necessary actions to produce effective results on time
• Support office technology implementations, upgrades, support, facilities, telecommunications, emergency preparedness and business continuity planning
• Support mail room operations and staff when needed (i.e., mail sorting, postage machine, fax and copy machines)

Support Sales and Transactions

• Assist in the Creation and/or editing of presentation materials including flyers, leasing proposals, eblasts and invitations using standard marketing approved templates
• Assist in the production and distribution of reports, proposals and other materials
• Mailing campaigns
• Creation and execution of other deliverables as needed
• Update and maintain client and contact database

Track Opportunities, Listings, and Deal-Related Expenses

• Check for any conflicts/duplicates in opportunity ownership and escalate to Director of Market Operations, as needed
• Maintain tracking of expenses related to deals, using Commissions Accounting and CRM Systems
• Track expense budgets for all deals and escalate to Director of Market Operations, as needed
• Update CRM as needed

Enter Expense Reports

• Collect expense reimbursement documents, such as receipts, and other information
• Enter expense reports into Workday

File Management

• Create filing system for own and/or manager(s) files using initiative
• Maintain confidential files, such as documents provided by operations staff, including Managing Principal or reference material (i.e., billing packages, which include lease, commission agreement and other pertinent client related files), vendor contacts, licensing info, COI, etc.
• Act as liaison for property/building management and coordinate maintenance needs (i.e., light bulbs, heating/cooling, carpet cleaning, etc.)
• Manage list of key vendor contacts, building management, security, engineering, etc.

Manage Phones

• Answer and screen incoming calls and relay messages
• Communicate with operations staff, brokers and Managing Principal
• Handle the calls with discretion per the request of the operations staff, fee-earner(s) and Managing Principal

Reporting relationship

Role will report to the following:

• Direct report to Operations Manager

Metrics

Role will be evaluated on the following:

• Positive attitude
• Professionalism
• Efficiency and dependability
• Organization
• Customer service and people skills
• Desk and phone coverage
• Turnaround time

Key Competencies

Conflict Resolution Communication Proficiency (oral and written) Presentation Skills Organization Skills HR Expertise Time Management Skills

Important education

• High School Diploma or GED

Important experience

• 5-7+ years of administrative experience
• Front desk and/or office experience
• Executive level professional support experience a plus
• Exposure to project and process management
• Exposure to executive communications

Cushman & Wakefield provides equal employment opportunity. Discrimination of any type will not be tolerated. Cushman & Wakefield is an Equal Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability, protected veteran status or any other characteristic protected by state, federal, or local law.

In compliance with the Americans with Disabilities Act Amendments Act (ADAAA), if you have a disability and would like to request an accommodation in order to apply for a position at Cushman & Wakefield, please call the ADA line at 1-888-365-5406 or email [email protected]. Please refer to the job title and job location when you contact us.