Executive Assistant

About the Opportunity

This position has a dual reporting structure that provides direct administrative support to the VP, Property & Asset Management and SVP, Development and includes the oversight of the general office administration management and coordination of workplace engagement social event planning. This position has one direct report, the Office Administrator who supports the front desk and general office coordination.

Opportunity Requirements

* Four (4) year degree preferred.

* 1-3 years prior administrative experience in commercial real estate preferred.

* Strong ability to prioritize and multi-task with multiple projects and deadlines. Must be flexible and highly motivated, with a willingness to take initiative be resourceful and work independently.

* Strong interpersonal and written communication skills and ability to work collaboratively with teammates.

* Strong ability to exercise discretion and sensitivity to confidential information.

* Excellent follow through, must be a task master and have a thorough attention to detail Proficient in Microsoft Word with a working knowledge of Excel and PowerPoint.

* Ability to cross train and mentor direct report.

Summary of Responsibilities

The core responsibilities of this position include, but are not limited to the following:

General Administrative:

* Compose, edit and proofread reports, presentations, emails, memos and other correspondence with accuracy.

* Ensure proper follow up was completed for incoming and current projects.

* Maintain organized document management system of paper and electronic files for department (e.g. SharePoint, One Drive).

* Maintain office supplies inventory for executive.

* Event assistance and coordination as requested.

* Provide administrative support to VP, Property & Asset Management, Nor Cal and SVP, Development

* Work with Office Administrator to coordinate social event culture crew event planning to support a productive and engaged workplace culture for the entire region.

* Act as Kilroy Culture Crew liaison and collaborate with different departments to coordinate, plan and schedule fun activities.

* Support and back up Office Administrator front desk responsibilities as needed, including front line presence and receive all incoming visitors for development, construction, asset management, engineering, security, and service providers at the regional office.

* Oversee duties assigned to Office Administrator including collecting and redistributing mail, ordering & stocking of supplies, office equipment, lunch delivery services and coordination of office.

* Mentor and oversee Office Administrator in coordination, planning and budget management for social engagement events, holiday celebrations, office supplies, kitchen supplies and weekly lunches.

* Send out monthly calendar invites to team leads associated with Asset Management Calendar deliverables.

* Assist in coordination all investor property and asset management activities for the region.

* Ensure all administrative trackers, including monthly aging VP roll up and contact lists are updated in Yardi and SharePoint.

Accounting - Payables

* Review all invoices coded by Office Administrator to ensure the appropriate account, building(s), and description are used for GL details.

* Ensure any outstanding invoices or incorrect billings and resolving discrepancies in a timely manner

* Work closely with Office Administrator to ensure invoices are coded and approved in a timely manner for processing.

Organization:

* Understand the organizational chart for the company, including the areas of responsibility for team members in other departments and for asset management across the company; job and responsibilities of the person you support.

Calls & Phones:

* As applicable, answer all calls and ask the name, company and purpose of each call. Determine if the call should be routed or put into voicemail.

Meetings and Conference Calls:

* Communicate appropriately with outside participants.

* Schedule meetings or calls based on the respective team's availability, unless told that the participant is optional.

* Prepare, review, print and/or or disseminate materials when necessary and with enough lead time for participants to review prior to the meeting or call.

* Provide meeting and conference call support

* Prepare materials and set up technology for presentations to ensure seamless delivery.

* Keep contacts up to date as well as various contact lists such as VIP guest lists, brokers, etc.

* Manage signing process through Docu Sign.

* Be familiar with Kilroy's Signature Authority Policy and with the Delegation of Authority, checking periodically for updates.

* Also be familiar with the document checklist depending on the type of document (i.e. lease, operations contract, etc.).

Workflow:

* Follow up on tasks in accordance with timelines provided by supervisor which may involve checking in with other team member's or departments.

Meeting Notes:

* Organize/transcribe meeting notes such that the information can be retained in…