Administrative Assistant

Job Location US-NY-New York
Type
Full Time

Overview

Administrative Support for the Real Estate Bridge Lending Team.

Responsibilities

Essential Functions

  1. Manages the executive’s schedule and client relationships. Discusses priorities and special appointments with the executive and handles requests for time or meetings. Updates meeting calendars, prepares, and prints daily and weekly schedules, discusses and manages meeting issues such as double bookings, notifies appointments of delays or cancellations.
  2. Screens calls for the assigned executives. Answers all calls promptly, identifies the call’s purpose, introduces, and forwards callers to the executive as needed, takes and relays messages and/or obtains answers for the callers, independently manages vendors and other solicitations, and ensures unwanted callers are redirected and not provided access to the executive.
  3. Manages travel arrangements for the entire Real Estate Bridge Lending Team. Understands and manages airline flights, hotels, and other travel-related items in accordance with the team members’ directive. Manages expenses, receipts and other administrative items related to travel and travel reimbursements using company applications and systems. Assists with flight cancellations, rebooking flights and ensuring availability to manage travel issues due to weather and other delays. Maintains open communication with the team during travel to ensure problems and issues are promptly handled. May accompany team member as needed on local site visits to provide hands on support with appointments and meetings.
  4. Assists in coordinating client events and receptions. Oversees and plans menus, identifies and recommends meeting locales, such as local restaurants, hotels, and other venues, manages meeting room space and seating arrangements, ensures materials such as presentations, system and technical access, flip charts, markers, etc. are available. Acts as the event planner and may travel onsite to address any unplanned issues arising during the event.
  5. Prepares standard and ad hoc reports, e.g. the FedEx invoice allocation report.
  6. Office Management: Manages building relations, office supplies, materials, kitchen, etc. Corporate liaison with IT and Building Operations.
  7. Performs a variety of administrative activities including, collecting/distributing mail, notarize important documents, ordering products and equipment, setting up user accounts for FedEx and UPS, maintaining reservation calendar for company cars, etc.
  8. Performs a variety of business specific tasks, including ordering 3rd party reports, coordinating site visits, saving files in appropriate directories on the shared drive, etc.
  9. Performs other duties as assigned.

Qualifications

Education/Experience Requirements

  • Associate degree in a related field or an equivalent combination of training and experience.
  • 5 years of high-level executive support experience.

Preferred Requirements

  • Notary Public is highly preferred.
  • Excellent verbal, written, and interpersonal communication skills.
  • Excellent organizational and time management skills.
  • Great attention to detail.
  • Team player able to work effectively in a team fostered, multi-tasking environment.
  • Proficient in Microsoft Office suite, e.g. Excel, PowerPoint, Word, Outlook.
  • Outstanding ethics, integrity and judgment.

Supervisory Responsibility (if any)

  • N/A

Physical Requirements (if any)

  • Must be able to talk, listen and speak clearly on telephone
  • Must be able to lift and carry up to 25 pounds.

Background & EEO Statement

Salary Range: $24.98 - $34.97 / Hourly

 

This information reflects the base salary pay range for this job based on current national market data. Ranges may vary based on the job's location. We offer competitive pay that varies based on individual experience, qualifications and other relevant factors. We encourage you to apply to positions that you are interested in and for which you believe you are qualified. To learn more, you are welcome to discuss with us as you move through the selection process.

 

This job will be open and accepting applications for a minimum of five days from the date it was posted.

 

Working at The Bancorp Bank, N.A. and Benefits Information: click here

Diversity & Background Screening

Diversity & Inclusion at The Bancorp Bank: click here

 

The Bancorp Bank, N.A. is an EQUAL OPPORTUNITY EMPLOYER and will not discriminate on the basis of race, color, religion, gender, gender identity, sexual orientation, pregnancy, citizenship, national origin, age, disability, genetic information, veteran status or other protected category with respect to recruitment, hiring, training, promotion, and other terms and conditions of employment.

 

Employment with The Bancorp Bank, N.A. includes successfully passing a background check including credit, criminal, education, employment, OFAC, and social media background history.

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