Real Estate Executive Administrative Support Specialist

88131BR

Campus: Tempe

Exec Administrative Support Sp

Job Description

University Real Estate and Development seeks a dynamic Executive Administrative Support Specialist to coordinate multiple tasks simultaneously and autonomously, while proactively managing a wide range of real estate related projects and initiatives. This position will perform complex administrative duties of a responsible, sensitive and confidential nature while requiring considerable independence of action and motivation in providing staff support, coordination, and acting as the liaison between the department and internal and external clients. This position reports directly to the VP, University Real Estate Development.

Job Family

Clerical & Admin Support

Department Name

University Real Estate Dev

Full-Time/Part-Time

Full-Time

VP Code

EVP BUSINESS & FINANCE

Grant Funded Position

This is not a grant funded position and is not contingent on future grant funding.

Salary Range

$53,000 - $70,000 per year; DOE

Close Date

13-February-2023-EXTENDED

Essential Duties

• Completes a broad variety of administrative tasks including managing an active calendar of appointments, preparing correspondence, responding to inquiries, answering calls and emails, screening and prioritizing communications and opportunities from external and internal sources while maintaining excellent attention to detail as well as seeing the big picture.
• Organizes meetings/conference calls including reserving facilities, developing agendas, communicating with attendees, tracking RSVPs; coordinates supplies, setup, A/V and technological needs.
• Arranges travel for out of state visits, conferences, and meetings.
• Conducts all tasks and interactions in a highly cordial, polished, and professional manner.
• Prepares and revises presentations, documents, correspondences, etc. as requested.
• Maintains databases, electronic filing systems and physical files.
• Coordinates department documentation and signing of documents by VP.
• Maintains office supply inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.
• Assists in processing rent and managing expense reports.
• Assists in communication with tenants regarding real estate related inquiries, as requested.
• Assists with monthly and quarterly budget reports as well as annual budget preparation, as requested. 
• Assists in managing and tracking invoices to obtain appropriate approvals.
• Assists in compiling real estate data from leases, licenses, facilities use agreements, etc. and entering into a lease management system. 
• Prepares associated real estate and budgeting reports in Excel, as requested.
• Assists in preparing closing documents for acquisitions and dispositions, as requested.
• Assists management in implementing new policies and procedures.
• Performs other duties and special projects, as assigned by management, with limited supervision.

Minimum Qualifications

Bachelors degree in Business or field pertinent to work unit AND four (4) years of directly related administrative experience; OR, Eight (8) years of directly related administrative experience: OR, Any equivalent combination of experience and/or education from which comparable knowledge, skills and abilities have been achieved.

Desired Qualifications

• Experience supporting a senior-level executive in a real estate related capacity (3 years).
• Experience in adapting to change quickly while demonstrating flexibility, diplomacy, discretion and confidentiality.
• Experience working independently as well as working in a team environment.
• Experience working in a fast-paced, high-pressure environment.
• Experience managing complex schedules.
• Experience in work that requires setting priorities and being organized.
• Experience in computer skills, including Microsoft Office Suite (Word, PowerPoint, and Excel, Outlook).
• Experience in work that requires organizational, project management and problem solving skills with impeccable multi-tasking abilities.
• Demonstrated knowledge of terminology, principles and practices pertaining to real estate.
• Experience in establishing priorities and organizing resources.
• Experience in establishing and maintaining effective working relationships.
• Experience in analyzing and comprehending complex issues.
• Experience in coordinating and organizing meetings and/or special events.
• Evidence of effective verbal and written communication taking into consideration audience and message.
• Experience in problem solving, decision making, and organizational skills.
• Experience in working effectively in an environment subject to quickly changing priorities and tight deadlines.
• Experience in proactively anticipate requirements, demonstrating flexibility and sensitivity to potential problems.
• Experience in managing multiple high priority activities requiring considerable coordination and follow through to meet requirements.
• Ability to maintain an executive presence, maturity and use of sound judgment in all communications.

Working Environment

• Activities are performed in an environmentally controlled office setting subject to extended periods of sitting
• Rquires walking, stooping, pulling, pushing, bending and lifting up to and including 25 pounds. 
• Regular use of standard office equipment including, but not limited to: computer workstation/laptop (keyboard, monitor, mouse), printer, fax, calculator, copier, telephone and associated computer/technology peripherals. 
• Receives regular supervision of work activities for completion/adherence to established objectives/goals.
  

Department Statement

The University Real Estate Development Office is committed to acquiring, managing and developing the real property assets necessary to deliver an exceptional physical environment to all customers of the University and to develop and cultivate a financially attractive real estate portfolio for the university.

ASU Statement

Arizona State University is a new model for American higher education, an unprecedented combination of academic excellence, entrepreneurial energy and broad access. This New American University is a single, unified institution comprising four differentiated campuses positively impacting the economic, social, cultural and environmental health of the communities it serves. Its research is inspired by real world application blurring the boundaries that traditionally separate academic disciplines. ASU serves more than 100,000 students in metropolitan Phoenix, Arizona, the nation's fifth largest city. ASU champions intellectual and cultural diversity, and welcomes students from all fifty states and more than one hundred nations across the globe.

ASU is a tobacco-free university. For details visit https://wellness.asu.edu/explore-wellness/body/alcohol-and-drugs/tobacco

Arizona State University is a VEVRAA Federal Contractor and an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other basis protected by law.

Notice of Availability of the ASU Annual Security and Fire Safety Report
In compliance with federal law, ASU prepares an annual report on campus security and fire safety programs and resources. ASU’s Annual Security and Fire Safety Report is available online at https://www.asu.edu/police/PDFs/ASU-Clery-Report.pdf. You may request a hard copy of the report by contacting the ASU Police Department at 480-965-3456.

Relocation Assistance – For information about schools, housing child resources, neighborhoods, hospitals, community events, and taxes, visit https://cfo.asu.edu/az-resources .

Employment Verification Statement

ASU conducts pre-employment screening which may include verification of work history, academic credentials, licenses, and certifications.

Background Check Statement

ASU conducts pre-employment screening for all positions which includes a criminal background check, verification of work history, academic credentials, licenses, and certifications. Employment is contingent upon successful passing of the background check.

Fingerprint Check Statement

This position is considered safety/security sensitive and will include a fingerprint check. Employment is contingent upon successful passing of the fingerprint check.

Instructions to Apply

Application deadline is 3:00PM Arizona time on the date indicated.

Please include all employment information in month/year format (e.g., 6/88 to 8/94), job title, job duties and name of employer for each position.

Resume should clearly illustrate how prior knowledge and experience meets the Minimum and Desired qualifications of this position.

ASU does not pay for travel expenses associated with interviews, unless otherwise indicated.

Applicant must be eligible to work in the United States; ASU will not be a sponsor for this position. 

Only electronic applications are accepted for this position.

IMPORTANT NOTE: What is the meaning of “equivalent combination” in the minimum qualifications? It means one year of higher education or 24 credit hours, is equal to one year of experience. For example, a four year Bachelor’s degree is equal to four years of experience.