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Administrative Assistant

Eastdil Secured

Eastdil Secured

Administration, Education
San Jose, CA, USA · California, USA · United States
Posted on Tuesday, May 21, 2024

Eastdil Secured is the largest independent commercial real estate investment bank in the world, by volume, with nearly $3 trillion in completed transactions over the past 15 years. We uniquely combine commercial real estate and capital markets expertise to provide clients with advisory services and investment strategies for all major markets, transaction types, and asset classes. As a privately held firm with significant employee investment, we thrive on our intelligence-driven team, state-of-the-art technology, and collaboration across 21 offices and 3 continents. Our collective experience, expertise, and resources provide us with the ability to successfully execute the world’s most impactful transactions in the capital markets.

This position is a full-time, in-person, role in our Santa Monica office. An Administrative Assistant with Eastdil Secured performs a broad variety of administrative tasks in a fast-paced work environment. This role provides front desk and office support to the Santa Monica office and acts as initial point of contact for guests and clients – teamwork is integral to this role. The ability to work well with all levels of internal team members as well as outside clients and vendors is required.

Essential Functions

  • Greet and welcome guests as soon as they arrive at the office, ensuring a positive first impression. Manage check-in procedures and direct visitors to the appropriate personnel.
  • Manage shared meeting room calendars and coordinate front-desk activities to ensure smooth operations.
  • Answer, screen, and forward incoming phone calls while providing basic information when needed.
  • Maintain an organized office environment keeping the reception area, kitchen, and other common areas tidy and presentable. Assist with stocking of office hospitality supplies and other essentials to ensure a welcoming environment for staff and visitors.
  • Arrange weekly office meal orders and planning of other meetings as requested.
  • Track corporate card charges, collect receipts, and process monthly expense reports for multiple team members.
  • Help manage office shipments and mail (sending, receiving, distributing).
  • Learn to operate the Video Teleconferencing (VTC) system to assist with meetings, leveraging the technology department for more complex needs.
  • Assist office with administrative duties as necessary.
  • Liaise with various teams (e.g., Administrative, Office Coordinators, Facilities, Production, Technology) to support the needs of the office and apply basic operational procedures.
  • Work with facilities and tech teams to help resolve any related issues.
  • Assist with internal and external event coordination as necessary, including early morning set up for quarterly board meetings.
  • Responsible for I9 verification during onboarding of new employees in office.
  • Some off-hour availability (overtime) required.

Education and Qualifications

  • Bachelor’s Degree, preferred
  • 1-2+ years of experience in a corporate environment working as Front Desk Coordinator, Administrative Assistant, or other relevant work experience

Experience, Skills and Competencies Required

  • Positive and professional attitude with the ability to self-motivate
  • High degree of energy and careful attention to detail and accuracy
  • Handle confidential information with diplomacy and discretion
  • Excellent organizational and time-management skills, with the ability to prioritize workload, multitask and work under pressure to meet deadlines in a fast-paced work environment.
  • Strong sense of initiative and a process-improvement mindset.
  • Experience coordinating complex calendars & managing expenses for multiple team members
  • Tech-savvy and excellent computer skills. Proficient in MS Office (Outlook, Excel, Word, and PowerPoint), Microsoft TEAMS, and Zoom.
  • Familiarity with both PC and Apple devices.
  • Concur expense management and travel booking experience a plus
  • Occasionally move and transport boxes up to 25 pounds

Other Duties

  • Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
  • Eastdil Secured will not sponsor visas for these positions and will not hire individuals whose work eligibility is based on their F-1 or other student visa status. Candidates must be able to work in the United States on a permanent basis.