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Position Title:Executive Administrative Assistant
Department:Property Management
Location:Arrowpoint
City/State:Charlotte / NC
Email resume to:Careers@LincolnHarris.com
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Position Description:
SUMMARY

This is a hands-on position working closely with the Account Executives. Duties will vary but will include scheduling appointments, keeping calendars, answering and directing phone calls, separating mail, writing correspondence, organization, and otherwise relieving team of one Executive and four Directors of clerical work and business detail by performing the following duties.
Position Duties:
•Ability to handle sensitive and confidential information.

•Acts as the “Face of Lincoln Harris” to our clients and communicates to Executive and Directors on urgent matters.

•Updates team Organization Charts, Training Reports, and seating charts monthly and routes to internal and client teams once approved by Account Manager. Updates employee contact list, birthday and anniversary list monthly.

•Tracks and updates expiring Certificates of Insurance using LH VUE system. Post updated COI’s on client’s SharePoint site.

•Add new vendors to LH VUE system. Update contact information, save electronic or scanned COI’s in VUE. Activity can be weekly or daily.

•Copier/Scanner responsibilities: orders supplies, troubleshoots, and coordinates repair visits.

•Order and distribute office supply orders. Sometimes requires trips out of the office to purchase and/or pick up ordered supplies.

•Order certain engineering supplies as needed such as AED pads for distribution to facilities through engineering team.

•Open facility work orders as needed.

•Attend weekly and monthly team meetings. Take and distribute notes to attendees.

•Use Survey Monkey to update, distribute and report on annual employee satisfaction survey.

•Team activity responsibilities: coordinate team events with Social Committee assistance and direction.

•Complete new employee setup or terminations in client database. Follow up until all requests have been completed.

•Administer the LH Learning Center database to record training taken by account staff, set up new training records, report on training hours.

•Assist with onboarding new employees by preparing and sending emails to provide org charts, birthday/anniversary lists, links to our SharePoint site, links to our Wiki Page site. Answer general questions of new employees or direct them to the appropriate LH for answers.

•Coordinate LH and client signups for volunteer activities set up by others.

•Tracks and reports on flu shot completion required annually by account team.

•Maintain log of LH promotional merchandise, track redemption of merchandise through our incentive program and order and research new promotional merchandise.

•Communicate various information via email to entire team. Maintain a team email distribution list by group and by account.

•Reads and routes incoming mail.

•Greets scheduled visitors and conducts to appropriate area.

•Arranges and coordinates travel schedules and reservations; prepares itineraries.

•Coordinates and arranges meetings, prepares agendas and reserves and prepares facilities. Makes copies of correspondence or other printed materials.

•Prepares outgoing mail and correspondence, including e-mail and faxes when needed.
Position Requirements:
The candidate must have several years experience in a professional office environment working on the Executive Assistant level. Must have excellent verbal and written communication skills and be flexible yet highly organized.

Must be proficient in Microsoft Office, especially with Word, Excel and Outlook.

Proficient using SmartDraw, Visio or SharePoint.

Experience using Survey Monkey and its advanced functions a plus.

Other skills – Internet, database programs, accounting software.


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