Executive Assistant/Office Manager

Firm Overview:

Charlotte-based Northwood Office was established by Northwood Investors LLC – a privately held, global real estate investment and management firm – to provide a complete approach to fulfilling office space needs. Offering best-in-class services in commercial development, leasing and property management, Northwood Office is committed to creating and sustaining work environments that inspire by focusing on enhancing the quality of life, productivity, flexibility, and community.

Office Manager Job Overview:

The executive Assistant/office manager is responsible for the administration and organization management of the corporate office and its staff to ensure organizational effectiveness and efficiency. The position is responsible for developing and maintaining intra-office communication protocols, leveraging technology to streamlining administrative procedures, office staff supervision and task delegation. The ideal candidate will be an energetic professional who actively seeks opportunities and proposes innovative solutions, is highly skilled in Office 365 technology, is well organized, flexible and enjoys the administrative challenges of supporting a growing team of high-performing professionals. 

This individual must adapt to various competing demands and demonstrate the highest customer/client service and response level. Able to function effectively in multiple roles within a dynamic environment under minimum supervision. This position requires the ability to achieve high-performance goals and meet deadlines in a fast-paced environment. Discretion to exercise sound judgment in various situations to include working independently on projects from conception to completion, work under pressure at times to handle a wide variety of activities and handling confidential matters.

Responsibilities:

• Direct supervision of the office coordinator to include time management, payroll, and yearly performance reviews.
• Effectively and appropriately interact with all levels of internal and external client contacts and associates. 
• Backup to the President’s Executive Assistant when they are out of the office.
• Backup to the front desk/reception area when needed.
• Prepare the Property Management departmental budget and review line items (kitchen and office supplies) monthly. Manage the purchase and inventory of office supplies.
• Completes various administrative tasks, including managing an active calendar of appointments, composing and preparing correspondence that is sometimes confidential, arranging travel plans, itineraries, and agendas.
• Research prioritizes and follows up on incoming issues and concerns addressed to the office, including sensitive or confidential items. Then determine an appropriate course of action, referral, or response.
• Provides a bridge for smooth communication between internal departments, demonstrating leadership to maintain credibility, trust, and support with management staff.
• Build relationships with internal and external customers and manages a variety of special projects.
• Prioritizes conflicting needs; handles work expeditiously, proactively, and follow through on projects to successful completion, often with deadline pressures.
• Create and send work orders to engineers/HVAC technicians as needed.
• Serve as liaison between the property management team and the Senior Property Manager for the Ballantyne Corporate Park Association and Franklin Park Association. Work closely with these managers to execute documents for signature, calendaring.
• Serve as liaison between all out-of-market teams and Executive Vice President.
• Assist in the selection of NWO vendor services, negotiation of contracts and monitor performance.
• Management agreement coordination and filing management.
• Maintains property and administrative files and assists in the preparation of lender and insurance tour coordination.
• Manage conference room use, booking, customer questions and coordination of catering.
• Point of contact for the executive team during acquisitions: coordinate with third parties, schedule meetings, manage document flow.
• Other duties may be assigned.

Qualifications/Education/Experience Required:

The ideal candidate must be professional, have a positive attitude, be a consummate team player, flexible and self-motivated with strong interpersonal skills and the ability to build relationships with internal and external customers. The individual will work independently in performing a wide range of complex administrative duties that support the operations of the corporate office. Also, the ideal candidate must have 5+ years of high-level corporate environment experience and be highly skilled in Microsoft Office 365 software to include Word, Outlook, Teams, SharePoint Excel and PowerPoint. Excellent organizational and time management skills along with strong oral and written communication skills are required. Candidates with a four-year bachelor’s degree are preferred; commercial real estate is a plus. Experience in database management and maintenance is also a plus. Candidates must be able to pass a drug screen and background check.

All requirements are subject to possible modification to reasonably accommodate individuals with disabilities. Please note that this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. Employees will be required to follow any other job-related instructions and perform any other job-related duties requested by their supervisor.

The company reserves the right to add to or revise an employee’s job duties at any time at its sole discretion. This document does not create an employment contract, implied or otherwise, other than an “at-will” employment relationship.