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Senior Administrative Coordinator

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Published 17 days ago

Job Description

Job Title: Senior Administrative Coordinator 

Department: Real Estate Department

Reports To: Chief Real Estate Officer and Special Assistant to the President & CEO

FLSA Status: Full-Time, Non-Exempt

Summary: 

Reports to the Chief Real Estate Officer for all real estate-related matters and to the Special Assistant to the President & CEO for all administrative matters. 

Duties and Responsibilities:

The following duties are essential:

• Maintain EBDI Real Estate Department’s executive and senior staff’s complex calendars by managing, scheduling and coordinating meetings, presentations, and events, internal and external, to maximize the executives’ time.

• Assist staff with all related tasks associated with real estate, insurance, economic inclusion, and community engagement lines of business

• Draft, proofread and format reports, correspondence, memos, meeting agendas, grant applications, and other items as required.

• Make travel and lodging arrangements, register staff for internal and external trainings, conferences, and other meetings and events.

• Interface with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Screen and discern level of priority for incoming calls to the organizations with attention to confidential and sensitive nature of calls.

• Organize and prioritize large volumes of information and prepare meeting packages.

• Schedule Board Committee related meetings.

• Attend meetings to take notes and prepare minutes as needed. 

• Type and design agendas, letters, flyers, memos, presentations, charts, tables, graphs and business plans, and proofread copy for spelling, grammar, and layout, making appropriate changes.

• Maintain internal and public events calendars.

• Prepare and distribute materials related to internal and public meetings and events; assure venue and event confirmations.

• Manage Real Estate Department billings process for grant reimbursements, vendors, and department activities.

• Prepare expense reports, check requests and vendor bills for payments in a timely fashion. Research and resolve any issues with same.

• Handle critical and sensitive information while maintaining a high level of confidentiality.

• Work with office manager to ensure that staff telecommuting has adequate office supplies.

• Assist in updating and developing content for company website.

• Participate on committees and subcommittees when requested.

• Act as technical support for office machinery and software and find solutions to same.

• Perform all duties as specified by management and senior staff.

Competencies:

To perform the job successfully, an individual should demonstrate the following competencies to perform the essential functions of this position:


• Ability to work in a fast-paced environment.

• Multi-tasking: the individual is able to work on multiple projects at one time.

• Must possess excellent critical thinking, analysis and writing skills and be able to utilize notes or dictated information to draft correspondence, memos, spreadsheets and other documents with limited assistance.

• Must be able to communicate thoughts effectively.

• The ability to work in a team environment as well as working independently is a job requirement.

• Maintaining and developing good relationships with a broad range of stakeholders is essential. These include but are not limited to community residents, elected officials, funding partners, and the business community.

• Problem solving: the individual identifies and resolves problems in a timely manner and gathers and analyzes information skillfully.

• Planning/organizing: the individual is detail oriented, prioritizes and plans work activities, and uses time efficiently.

• Quality control: the individual demonstrates attention to detail, accuracy and thoroughness, monitors own work to ensure quality and applies feedback to improve performance.

• Quantity: meets productivity standards and completes work in a timely manner.

• Adaptability: the individual adapts to changes in the work environment, manages competing demands and is able to deal with frequent change, delays or unexpected events.

• Dependability: the individual is consistently at work and on time, follows instructions, responds to management direction and solicits feedback to improve performance.

• Safety and security: the individual observes safety and security procedures and uses equipment and materials properly.


Education/Experience:

Minimum Associate’s Degree and a minimum of five years of providing administrative support to executive and senior level management. Must demonstrate ability to read and interpret documents related to accounting, real estate development, contracts, policies and procedures, safety rules, operating and maintenance instructions. Must demonstrate ability to draft letters, memos, reports, spreadsheets as well as general correspondence. Must demonstrate effective written and verbal communication skills.

Language and Reasoning Ability:

Must be able to speak and read English. The ability to read, interpret and analyze documents related to accounting, policy and procedures manual(s), safety rules, operating and maintenance instructions. The ability to write routine accounting reports, letters and emails as well as general correspondence. Possess the ability to speak effectively in describing general work needs and speak effectively in interpersonal situations. Possess the ability to present new ideas or processes to management.

Computer Skills:

To perform this job successfully, an individual should have knowledge of the wide world web, Microsoft Office Suite, and Adobe.

Physical Demands:

While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; taste or smell. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust and focus. The employee may be required to be outside in variable weather elements.


This document in no way states or implies that these are the only duties to be performed by the employee occupying this position. Other duties may be assigned.

Job Description

Job Title: Senior Administrative Coordinator 

Department: Real Estate Department

Reports To: Chief Real Estate Officer and Special Assistant to the President & CEO

FLSA Status: Full-Time, Non-Exempt

Summary: 

Reports…

Details at a Glance

  • Time Commitment
    Full Time Schedule
  • Start Date
    October 4, 2021
  • Application Deadline
    September 27, 2021
  • Education
    2-Year Degree Required
  • Professional Level
    Executive

Location

Temporarily Remote
Work must be performed in or near Baltimore, MD
Associated Location
Baltimore, MD, USA

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