Senior Administrative Assistant - Chicago

Date:  Jun 15, 2022
Property:  71 S Wacker IL (2161)
Location: 

Chicago, IL, 60606

Division:  Office (Office)
Req ID:  39032

Position Summary:

Support the Chicago regional leadership team by performing certain administrative, analytic, portfolio management and reporting functions.  Position entails a variety of job duties to include project/portfolio management and administrative support.

Job Duties:

REGIONAL OFFICE

  • Provide office service functions for regional team including front desk management, equipment and supplies procurement, contract management, fire life safety compliance & training, mail management, technology management, access control, work order management.
  • Coordinate on site and off site events for regional team.
  • Coordinate staff meetings, 3rd party manager meetings, project and special meetings, and strategic briefs / executive presentations, as necessary.
  • Assist Directors (and above) with expense reporting.
  • Provide other general office support as needed.
  • Serve as subject matter expert on Salesforce,  Argus, Pivotal, SAP, BI and Angus.
  • Maintain job aids and tool kits for regional office and 3rd party managers.
  • Support records management for regional team.
  • Coordinate necessary paperwork for approvals.

 

MARKETING AND OTHER INITIATIVES

  • Participate in portfolio wide special initiatives and projects.
  • Provide analytics, graphics and market research (as needed) for pitches.
  • Assist with workplace community communication campaigns and activation initiatives (as needed).
  • Review Chicago property websites for compliance, dated materials and brand consistency.
  • Support photography requirements and inventory for regional team.

 

FINANCIAL

  • Prepare various monthly status reports.
  • Review, code and approve all regional office invoices for expenditures.
  • Support Regional VP with preparation of regional office budgets and reforecasting.
  • Compile portfolio and property-level accounts receivables reports.
  • Compile monthly portfolio and property reports and summarize variances.
  • Compile and distribute portfolio and property-level budgets and forecasts; provide associated analysis support.
  • Support retail and managed amenities tracking.
  • Support capital and property performance tracking.

Minimum Qualifications / Other Expectations:

Education:

  • Bachelor’s Degree preferred

 

Experience:

  • 1 – 3 years of relevant work experience
  • Experience in a professional office setting

 

Knowledge, Skills & Abilities:

  • Excellent computer, communication, and customer service skills.
  • Proficient in Google and Microsoft Office platforms
  • Detail oriented and able to prioritize tasks
  • Organized, reliable, self-motivated, courteous, and patient
  • Responsive to emergency situations
  • Basic accounting and business acumen skills
  • Ability to communicate clearly and effectively in English, both verbally and in writing.  Multi-lingual ability a plus.
  • Demonstrate initiative, personal awareness, professionalism, positive attitude, and integrity; exercise high quality customer service and leadership in all areas of performance.  
  • Project a professional image and demeanor.  
  • Understand, apply and comply with all company policies and procedures.
  • Develop and provide solutions based on known policies and procedures.  
  • Develop creative solutions based on past experience and suitability to guidelines.

 

Certifications:

  • ​​​​​​​Real Estate License a plus
  • Valid Illinois driver’s license, valid vehicle insurance, and reliable vehicle.


Systems utilized: 

  • Angus
  • Salesforce
  • Argus
  • SAP / MRI
  • CEO portal
  • Pivotal
  • Capital Database
  • Business Intelligence
  • Various presentation software
  • Various databases and websites


Equipment Used: 

  • Computer and printer, video conferencing equipment, scanner, iPad, cell phone, lap top, telephone, copy machine and fax machine.

 

Physical Requirements:

  • Frequent standing, sitting, walking, stooping, bending, climbing stairs, and lifting objects of up to 20 pounds.  
  • Driving a car may be required.

 

Working Environment:

  • Primarily indoors, possibly outdoors
  • Office, property grounds (outside).

 

Working Relationships:

  • Internal: (By telephone, email, mail and in person)  Operations management, engineering, leasing, accounting, construction, retail, legal, finance, strategic planning             & analysis
  • External: (By telephone, email, mail and in person)  3rd Party Management Teams, Vendors and Customers


Supervision Provided:

  • Work is moderately supervised.
  • Work is provided on a task level basis and goals are set forth and expected to be achieved.
  • Work is reviewed for good use of judgment as well as overall quantity, quality and efficiency.

 

Supervisory / Management / Leadership Responsibilities

  • Lead special projects and committees as designated by Supervisor.
  • Compile and produce presentations suitable for executive audience.


About Us:
Irvine Company Office Properties (a division of Irvine Company) offers a portfolio that includes more than 550 office buildings in premier locations: Orange County, Los Angeles, San Diego, Silicon Valley, Chicago and New York.

We’ve evolved the traditional office to something much more: a modern working community. Featuring innovative workplace design, quality craftsmanship, dedicated management and a collection of memorable experiences that seamlessly combine to build a vibrant workplace community.

We take as much pride in our employee community as we do the communities we create. It’s an environment populated with talented and experienced people, a collaborative spirit and abundant opportunities.

Apply today to join our employee community, and learn more about Irvine Company, our legacy and our guiding principles.


Irvine Company is committed to providing equal opportunity in all of our employment practices, including selection, hiring, promotion, transfer, compensation, termination, and training, without regard to race, religion, color, sex, sexual orientation, gender, gender identity, national origin, ancestry, citizenship status, marital status, pregnancy, age, medical condition, genetic information, military and veteran status, disability, or any other basis protected by federal, state, and local law. Reasonable accommodation is available for qualified individuals with disabilities, upon request.


Nearest Major Market: Chicago

Job Segment: Secretary, Front Desk, Real Estate, Administrative Assistant, Engineer, Administrative, Sales, Engineering