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Executive Assistant to the COO

Company: Buckingham Companies
Location: Indianapolis
Posted on: January 16, 2022

Job Description:

Overview:The Executive Assistant to the COO provides administrative support for the Chief Operating Officer including calendar management, travel and expense administration, meeting preparation and minutes, report preparation and distribution, communication assistance to the teams, and assigned projects. The Executive Assistant to the COO also coordinates many special projects and tasks for the company including managing BluePort submissions, directing Teams Live, and some office management functions.Qualifications:

  • Provides administrative support, including travel, email and telephone coverage, scheduling, copier and binding projects, PowerPoint preparation, expense reports, conference or education scheduling, report preparation, meeting prep and meeting notes, and necessary communications internally and externally.
  • Completes correspondence including email, letters, memos, forms, policies, procedures and confidential information.
  • Prepares materials for meetings, attends meetings when required, takes meeting notes and distributes to appropriate team members.
  • Creates and maintains detailed filing system.
  • Assists with special projects from the COO as needed
  • Provides support for the COO around internal customer service surveys, annual reviews and KPI's
  • Assist in the prioritization and implementation of corporate goals and initiatives.
  • Complete Payscan & Invoice Approvals assigned to COO
  • Prepare agendas and materials for all weekly COO meetings including one-on-one meetings with direct reports
  • Prepare Investment Meeting materials (i.e., updating the investment summary page, requesting development pipeline materials from Ellie, and the legal transactions list from Ali)
  • Prepare financial reports and COO script monthly
  • Prepare monthly meeting materials such as Leadership Meeting and report for CEO
  • Prepare quarterly reporting such as Buckingham 2.0, Quarterly Comparison Report and Quarterly Investor Calls
  • Complete annual reporting such as YOY comparison
  • Schedule NMHC, conferences, training, for COO and direct reports as assigned
  • Manage renewals such as Membership renewals -
  • Travel Management - for Fund, Legal/Compliance, HR, Marketing, ITOPS, Accounting, COO team
  • Company Vehicle Management - manage calendar/bookings, maintenance schedule for both vehicles
  • Create Travel Report
  • Reconcile and code company credit card expenses in Concur for the COO or other team members as determined by the COO
  • Expense Reporting - VP Acquisition, COO, and self (when applicable)
  • Weekly manage BluePort content including creation of content
  • Mange Teams Live as needed for COO
  • Order office supplies and other supplies needed for Management
  • Manage the inventory for the 2nd floor - office and kitchen supplies
  • Assist the other admins with managing the office for packages, mail, guests as needed
  • Provide leadership and communication to the other assistants for office management best practices and processes
  • PI accessibility and reporting creating - as requested
  • Site Tour Tracking for COO/SVP
  • Property Tour Books - as needed
  • Expense Report Approvals - as needed
  • PTO Approvals for COO and direct reports - by submission
  • Contacts Management
  • Leadership Outings / Event Planning Assistance
  • Tracking and management at COO's request (i.e., Yearend tracker)
  • Other duties as assigned by the COOResponsibilities:
    Training/Education
    • Bachelor's degree or commensurate experience
    • Knowledge of Microsoft Office Suite; Yardi a plus
    • Advanced Excel skills
      Experience/Skills
      • Minimum of five years of progressive experience in office administrative responsibilities
      • Financial analysis experience a plus
      • Technology savvy with software
      • Working knowledge of office equipment such as copiers and binding machines
      • Demonstrated experience in managing multiple tasks in a fast-paced environment
      • Excellent writing, spelling and grammar skills
      • Exceptional organizational skills
      • Demonstrated success in well-developed listening, interpersonal, collaboration and communication skills and working with multiple personalities.
      • Demonstrated success at problem solving and handling complex issues with a calm demeanor.
        Special Requirements
        • High degree of professionalism, integrity and trustworthiness
        • Ability to maintain confidentiality, professionalism and discretion
        • Exceptional leadership, communication and collaboration skills
        • Demonstrates a passion for winning
        • High-energy, enthusiastic
        • High learning agility
        • Coachable
        • Provides & solicits feedback
        • Embraces change
        • Values & promotes teamwork
        • Customer-centric; puts customer needs first
        • Exceptional analytical and problem-solving skills
        • Highly developed verbal and written communication skills
        • Close attention to detail, strong organizational skills, and ability to prioritize and multi-task
        • Ability to manage multiple assignments with changing priorities and in a fast paced environment
        • High degree of accountability, sense of urgency, flexibility, and adaptability

Keywords: Buckingham Companies, Indianapolis , Executive Assistant to the COO, Other , Indianapolis, Indiana

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