Executive Assistant/Office Manager, KFO bei Berkshire Residential Investments

Position Summary 

Under the general direction of the Managing Director, this Executive Assistant/ Office Manager will be committed to providing all support required to make the Managing Director as productive and organized as possible, as well as take the lead on office management of the company’s future office located in Santa Monica.

Responsibilities include, but are not limited to:

Executive Assistant
Provide all required administrative support including, but not limited to:

• Executive Support: Screens calls, distributes mail, manages emails, coordinates busy management of calendars, coordinates travel, administers expense reporting, composes, and prepares correspondence for the Managing Directors and help Managing Directors with meeting coordination and support.  Works closely with the Boston Office and the Krupp’s Personal Assistants
• Support of Board and Other Critical Meetings:  Schedules, plans and prepares materials.  Oversees meeting logistics during these events.
• Office Management:  Leads and manages office staff and activities to ensure the Santa Monica office runs efficiently and effectively.  Responsible for equipment leases and maintenance contracts.  Ensures all necessary office supplies are ordered and stocked 
• Document Management: Coordinates, finalizes, prints, and distribute memos and meeting presentation documents. Produce and distribute meeting materials electronically and in hard copy, produce copies and scanned documents as required
• Administrative Document Execution: Coordinates with Legal, Risk Management, HR, and Accounting departments securing documents necessary for business continuity. Facilitate executive’s signatures, digital and otherwise
• Event Coordination:  Plans and executive all events in the Santa Monica office, and in a limited capacity, will help with coordination with Boston office alongside Krupp’s Personal Assistants
• Project Coordination:  Works with senior leaders across the organization to ensure Managing Directors are well supported in cross-vertical projects.  Prioritize conflicting needs, handles matters expeditiously, proactively and follows through on projects to successful completion, often under deadline pressures. 
• Research and Prioritize Issues:  Addresses concerns and issues to the Managing Directors, including those of sensitive or confidential nature.  Determines appropriate course of action, referral, or response.

Office Manager

• Work with off-site vendors when needed for catering and meeting requirements
• Works closely with IT and Help Support Desk to ensure continued functionality of Santa Monica office and integration along with alignment with Boston office
• Works closely with IT and HR to ensure smooth transition to employment at Lenox West Capital.  Completes all necessary documents to onboard new employee
• Manage office bills in conjunction with Accounting Team
• Take inventory and order/ maintain office supplies
• Send, receive, and distribute mail, faxes and packages
• Maintain all files associated with the Managing Directors and locate documents for colleagues online and onsite
• Maintain yearly calendar of all meetings and events associated with the George Krupp Family business, stay on top of scheduling by working with the CEO’s EA
• Answer telephones, provide answers as appropriate, direct calls and emails to the appropriate individual, taking messages when needed
• Manage inquiries from external investors, vendors, or family members
• Keep office tidy and functioning, reaching out to building facilities or external vendors when needed.

Knowledge/Experience:

• 5 + Years of Executive or Office Management Experience supporting senior executives in an administrative/personal capacity, preferably in a family invested company or real estate
• Proficient in Concur, Zoom, Teams, LoopUp, DocuSign, and Microsoft software.
• Ability to stay calm under pressure and successfully interact with diverse personalities
• Ability to multitask at an extremely high level
• Excellent and resourceful team player with strong interpersonal skills, but also has the ability to be effective independently; must have strong ability to make independent, good decisions on business matters where appropriate without supervision
• Teamwork is key, must be able to work effectively and efficiently within a network of assistants
• Ability to create, edit, and present documents, reports, and/or presentations that affect business operations
• The ability to maintain confidentiality is critical, as is the ability to manage interactions among a variety of personalities
• Proficiency with Microsoft Office Suite, advanced knowledge of word processing, graphics, spreadsheets, database, and creating presentations in Power Point.
• Strong proofreading skills.
• Proven record of providing both internal and external customer service.
• Limited travel to off-site meeting/events may be required.

Technical/Educational Requirements:

• Must be proficient in the use of the Microsoft Office suite of products, including, Word, Excel, Outlook, (including the calendaring function) and PowerPoint
• College degree preferred

Berkshire Residential offers an excellent benefits package, focusing on our employees’ total health and wellness. We offer programs and incentives that promote physical, mental, financial, and behavioral wellbeing both within and beyond our workplace. Please visit our Careers page for full details – and to learn more about how we value our employees.

Berkshire Residential values diversity, equity, inclusion and belonging. Berkshire is committed to providing equal opportunity in all practices, including employees and applicants for employment. We ensure that decisions affecting employees are made without regard to their race, color, creed, national origin, age, disability, gender, gender identity, sexual orientation, or any other protected status.