Western & Southern Financial Group

Executive Assistant

Job Locations US-OH-CINCINNATI
ID
2021-16475
Category
Investment Management
Type
Full Time

Overview

Assists the President and Senior Vice Presidents (SVP) of Eagle Realty Group in increasing productivity by organizing office environment, coordinating meetings and travel, performing administrative tasks, handling minor correspondence, conducting research, and coordinating activities with others both inside and outside the Company.  Also performs routine clerical tasks as needed.  Works with some supervision and is responsible for making a minimal range of decisions, escalating to manager when appropriate and updating manager on a regular basis.

Responsibilities

  • Types correspondence, memos, legal documents, etc., including multiple drafts.  Corrects spelling, punctuation, grammatical and style errors as necessary.  Provides accurate comparative drafts as needed when modifying draft documents. (10%)
  • Maintains files for all departmental operations and President & SVPs’ project files.  Organizes paper and electronic files in a logical, consistent manner.  Establishes standard file names and directory/filing system for common tasks or project types within the Department, including cross-references as appropriate.  Trains others in established filing systems, so that all members of the department follow a common approach, thereby enabling more efficient use of shared files.  Institutes appropriate safeguards against loss of important files and develops archiving and retrieval systems for older files. (10%)
  • Coordinates and publishes daily work schedules including coordinating meetings with others and integrating with personal schedule as necessary.  Assembles materials needed for each meeting, including obtaining needed reports, documents, presentation materials, etc., from departmental staff and others. (5%)
  • Makes travel arrangements as needed, including airline, hotel and rental car reservations.  Identifies cost-effective travel options, consistent with schedule, travel policies and other demands, by utilizing multiple reservations channels. (5%)
  • Prepares expense reports and reviews subordinates’ expense reports for accuracy, completeness, and consistency with travel policies.  Oversees backcharge of travel expenses to properties, departments and third parties, and monitors for collection. (2%)
  • Assembles data/information as needed and prepares routine administrative reports.  Reviews departmental income statements, identifies major variances, and researches contributing factors for subsequent review with SVP. (3%)
  • Maintains file of all original approved Committee memos and minutes.  Distributes copies of approved Committee memos to all affected associates/departments in Eagle and Western & Southern. (15%)
  • Coordinates PTO schedules for all members of the department, and notifies managers of overlapping PTO requests. (4%)
  • Schedules and prepares agendas for departmental staff meetings at the direction of the President and SVPs, and assembles and prepares all handouts for the meetings. (5%)
  • Greets visitors, extends hospitality (offers drinks/takes coats), notifies appropriate associate(s) of the guest(s)’s arrival, and directs the guest(s) to the appropriate meeting room or office. (5%)
  • Maintains schedules for meeting rooms adjacent to 4th Floor lobby.  For President and SVPs’ scheduled meetings, prepares meeting room with refreshments, needed supplies and collateral materials/displays as requested. (5%)
  • Answers telephone calls when President/SVPs are unavailable, screens calls, and takes messages.  Handles urgent calls either directly, by contacting President/SVPs, or other appropriate Eagle associates. (5%)
  • Opens and distributes mail.  Screens for junk mail, or for mail that should be directed to other associates.  To the extent possible, responds directly to minor correspondence matters for President/SVPs.  Alerts President/SVP to important or urgent correspondence. (5%)
  • Monitors and orders departmental office supplies and coordinates all maintenance requests. (1%)
  • Performs other duties as assigned by management. (20%)

Qualifications

  • Proven experience as an administrative assistant or secretary to executive level management.  Experience must include supporting multiple individuals in a professional setting where independent decision-making and self-initiative were demonstrated.
  • Demonstrated familiarity with some or most of the common commercial real estate transactions and processes (acquisitions, sales, financing, leasing, construction, property management/operations).
  • Proven proficiency in typing, shorthand and dictation transcription.
  • Proven experience coordinating multiple projects/assignments simultaneously and completing assigned tasks accurately and on a timely basis.  Expected to cite examples of organization and time management/methods used to manage or prioritize workload demands.
  • Must demonstrate a strong attention to detail with excellent organization skills.    Must provide examples from work experience of maintaining a high degree of accuracy associated with high volumes of work and/or multiple duties.
  • Demonstrated excellent verbal and written communication skills with the ability to convey information to internal and external customers in a clear, focused and concise manner.  Will be expected to provide examples of written work, such as correspondence, reports, etc.
  • Must provide examples from work experience demonstrating flexibility to meet department and customer needs.
  • Demonstrated experience maintaining a calm and professional demeanor when handling demanding situations.  Must provide examples of handling difficult situations effectively while maintaining high volumes of work.
  • Demonstrated experience and understanding of routine business reporting (financial statements, budgets, variance reports, etc.)
  • Supplemental training or equivalent experience in file management.

Work Setting:

  • This position works in an office setting and remains in a continuous stationary position for long periods of time while working at a desk, on a computer or with other standard office equipment, or while in meetings.  Position requires substantial movement of wrists, hands and fingers for continuous computer work.

Educational Requirements:

  • High school diploma/GED.

Computer Skills and Knowledge of Hardware & Software Required:

  • Proficient in Microsoft Word, Excel, PowerPoint, and Adobe Acrobat, including advanced functions.

Certifications & Licenses (i.e., Series 6 & 63, CPA, etc.):

  • None required.

Position Demands:

  • Extended hours required during peak workloads or special projects. 

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