Executive Administrator - Cushman & Wakefield | Boston, MA

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Executive Administrator

Cushman & Wakefield - 3.7 Boston, MA

Full-time $70,000 - $80,000 a year

Administration and Office Support

Evaluate and document innovative service delivery options and share insights across markets
Ensure that education, credentials and licensing of staff is current
Ensure company policies are followed
Coordinate training programs for salespersons and employees with appropriate responsible groups
Assist and support the Office Manager and/or Director of Market Operations with the development of forecasts and operations plan as needed
Compose draft correspondence for review by manager(s)
Prepare, collect and maintain information for the preparation of confidential reports, proposals, and other materials
Assist in planning and coordinating complex travel arrangements for executive(s)
Anticipate manager(s) and business needs and undertake necessary actions to produce effective results on time

Support Sales and Transactions

Track all listings and signs
Work with sign vendor to deploy and remove signs in accordance with company policy and process invoices
Track listing expirations and work with fee-earner, Project Coordinator, and sign vendor to take action on expired listings

Track Opportunities, Listings, and Deal-Related Expenses

Maintain and update CRM system per guidelines with new opportunities by working with fee-earners and Project Coordinators
Check for any conflicts/duplicates in opportunity ownership and escalate to Director of Market Operations, as needed
Maintain tracking of expenses related to deals, using Commissions Accounting and CRM Systems
Track expense budgets for all deals and escalate to Director of Market Operations, as needed
Update CRM upon closing of deals
Work with Project Coordinator to collect necessary documentation and deliver to Commissions Accounting

Enter Expense Reports

Collect expense reimbursement documents, such as receipts, and other information from fee-earners, Associates, and/or Project Coordinators
Attribute expenses to specific deals or other codes and track against deal budget
Enter expense reports into Workday
Schedule and organize complex calendar activities such as meetings, agendas, luncheon arrangements, travel plans and department activities; work around scheduling conflicts and takes on responsibility for keeping manager(s) on schedule

File Management

Create filing system for own and/or manager(s) files using initiative
Maintain files, such as documents provided by operations staff, including Managing Principal or reference material (i.e., billing packages, which include lease, commission agreement and other pertinent client related files), vendor contacts, licensing info, COI, etc.
Act as liaison for property/building management and coordinate maintenance needs (i.e., light bulbs, heating/cooling, carpet cleaning, etc.)
Manage list of key vendor contacts, building management, security, engineering, etc.

BACKGROUND AND EXPERIENCE

Demonstrated experience should include:

Job Type: Full-time

Pay: $70,000.00 - $80,000.00 per year

Benefits:

Schedule:

Ability to commute/relocate:

Boston, MA 02110: Reliably commute or planning to relocate before starting work (Required)

Experience:

Work Location: In person