Job Openings

Administrative Assistant

Job ID: BH412441

Category: Administrative Assistant

Growing Investment company seeking an Administrative Assistant to support two VP’s and their team of ten. Very fast paced environment!

Responsibilities include traditional amin work : Scan, file, update tracking in excel spread sheets, order lunch, take minute notes during meetings, book meetings and conference rooms, etc. Seeking someone that can work in a fast pace environment that can work independently.

The Administrative Assistant works independently, performing a wide range of administrative and clerical support duties. The position requires intuition, excellent organization, communication and interpersonal skills, and the ability to provide timely information and services to a wide range of internal and external clients.

Responsibilities:

Administrative:

• Arrange meetings, reserve conference rooms, order food and arrange food in meeting space for various internal and external meetings.

• Schedule calls/meetings with hotel operators.

• Manage team meetings calendar – monthly, quarterly, property reviews, discipline specific calls, and budget meetings.

• Edit documents based on comments provided by VPs

• Manage mail including distribute and redistribute as needed.

• Scan and file electronic materials.

• Manage email correspondence.

• File and organize electronic folders, hard copy filings, annual rotation of site visits log, budgets, and quarterly filings.

• Provide reception coverage on a rotational basis.

Reporting / Projects / Communications:

• Assist with preparing, saving and printing monthly and quarterly budget reports.

• Save financial documents from SharePoint/STR.

• Print operator reports for the portfolio and select hotels for the team

• Attend calls and internal meetings between VPs and external partners, accurately

record follow up action list, distribute follow up actions and track responses

• Copy and print requests, including all reporting for hotel reviews.

• Manage and respond to guest complaints

• Send out large scale communications to hotels and organize responses if needed.

• Retrieve and when needed, copy documentation from central files

• Maintain contact sheet & entity tracking to include Officer Lists.

• By request, complete miscellaneous requests as needed across various operators, i.e. hotel operator website/photography audits

Travel:

• Arrange air/hotel/car travel through Concur.

• Prepare itinerary, trip files, dinner meetings, as needed prior to travel.

• Complete expense reports upon return for the team members.

Requirements:

• experience supporting senior executive, preferably in commercial real

estate.

• Proficiency with Microsoft Office and Adobe Acrobat.

• Excellent written and verbal communications skills. An assessment will be

administered for computer and communications skills.

• Strong administrative skills with the ability to take initiative and proactively keep

projects on schedule.

• A high level of organization, thorough attention to detail, and ability to multitask.

• A team player with a client service attitude toward immediate team and company members.

• Impeccable follow up skills and commitment to keeping staff informed of status of projects and completed tasks.

• The ability to exercise sound judgment and discretion, particularly with sensitive nonpublic information.

• Ability to work well with all levels of internal management and staff, as well as

outside clients and vendors.

• Must be fully vaccinated against COVID prior to your start date and provide proof of your full vaccination on your date of hire.

The Planet Group of Companies is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Type: Temp/Contract to Direct

Location: Newton, Massachusetts