Executive Assistant- New York City Office - Rose Companies Employer : Job Details

Company DescriptionJonathan Rose Companies is one of the country's leading owners, developers and operators of green affordable and mixed-income communities.Founded in 1989, Rose has created projects with more than $4.2 billion of value with a current portfolio of 19,000 apartment homes in 15 states and Washington DC. Our mission is to create a more environmentally thriving, socially just world through the development, preservation, renovation and management of green, affordable and mixed income housing.The firm is a fully integrated investment management, development and asset management company with property management, construction management, solar energy, mortgage finance and title company affiliates.We strive to achieve positive environmental impact by investing in energy efficiency, decarbonization, and water conservation to reduce our use of natural resources and toxins. Our social impact is achieved by preserving and expanding housing affordability, and connecting our residents to health, education, financial, cultural and social services. And we aim to achieve these impacts in a co-creative process with governments, our residents and staff. We are signatories to the United Nations Principles for Responsible Investing (UN PRI), benchmark performance annually through GRESB, and align our reporting with the Task Force for Climate-related Financial Disclosures (TCFD) guidelines, SASB Standards, and GRI Standards.Position DescriptionThe Executive Assistant is responsible for providing advanced, diversified and confidential administrative support.The salary range of $75,000-$90,000 per year based upon factors including but not limited to related experience and time in the industry.Responsibilities:EXECUTIVE COMMUNICATION - 30%

• Interfaces with company executives and other individuals both internally and externally on matters relating to the day-to-day operations of the department or business unit; these matters can, at times, be of a confidential nature.
• Responds to questions by identifying and implementing workable solutions to problems with minimal guidance from executive.

WRITTEN CORRESPONDENCE - 20%

• Authors correspondence of a complex nature which requires understanding of executive's views, general office policies and technical matters; prepares moderate to complex materials needed by executive for general meetings and appointments.
• Organizes data into spreadsheets to aid the executive and other team members in making data informed business decisions.
• Formats information for internal and external communication following the organization's templates.

ORGANIZE COMMITMENTS/APPOINTMENTS/OFFICE - 30%

• Organizes and performs support duties keeping business and scheduled commitments timely.
• These duties include but are not limited to:
  • Noting commitments made by executive during meetings and following up until completion; establishing appointment priorities and rescheduling or redirecting meetings or invitations. Reads, reviews and often summarizes incoming correspondence and publications.
  • Schedules travel in the most efficient, cost effective, and sustainable manner.
  • Plans and executes the onboarding of new team members in collaboration with Talent and Culture, Rose Digital Services, and other relevant practice groups.
  • Supports main receptionist with general office management services as requested.
  • Responsible for the virtual document file structure to ensure that important documents are available when needed.

REPORTS - 10%

• Generates or updates reports, spreadsheets, agendas, and other documents using a set schedule and prescribed approach.
• Creates and distributes presentation materials for meetings in collaboration with the executive.

SPECIAL MEETING COORDINATION - 10%

• Plans and coordinates special events (meetings, conventions, etc.) for a variety of individuals including top-level executives and attendees.
• Negotiates most of the basic services associated with meetings and events to get best service at lowest cost.

Requirements:

• Bachelor's Degree in General Business or Communications required.
• Note: 8-10 years relevant work experience can offset minimum educational requirements.
• 5-7 years of progressively responsible experience in a senior administrative or executive administrative assistant role required.
• 3-4 years with a proven track record of independent judgment and decision-making when faced with matters of a confidential and/or non-routine nature required.
• Excellent organizational skills required.
• Decision-making and conflict resolution skills required.
• Ability to maintain integrity and confidentiality required.
• Ability to prioritize multiple assignments and activities required.
• Ability to work amongst the organization's practice groups.
• Oral, written and interpersonal skills required.
• Ability to handle variety of situations involving clerical and/or administrative functions of the office or business unit without involving the executive.
• Ability to perform duties using independent judgment and initiative to determine approaches or actions to take in non-routine situations.
• Registered as a Notary preferred.
• Proficient in MS Office suite (Outlook, Teams, PowerPoint, Word, Excel)

Rose Companies Benefits:At Rose Companies our goal is to provide an affordable and comprehensive benefits package that provides security for you and your family and supports your overall wellbeing. Benefits offered include, but are not limited to: Medical, Dental, Vision, Flexible Spending Accounts, Life, Short-Term Disability, Long-Term Disability, 401K with company match, competitive paid time off policy, paid holidays, parental bonding leave and educational assistance. Rose Companies is committed in policy and practice to providing equal employment opportunities for all applicants and employees, based upon their training, experience, and overall qualifications. Consistent with this commitment, discrimination against an applicant or employee based upon the individual's race, color, creed, religion, sex, gender, age, national origin, ancestry, citizenship status, marital or familial status, sexual orientation, gender identity, gender expression, disability, military status, protected veteran status, genetic information, or any other condition or characteristic protected by law is strictly prohibited