Overview

Office Admin & Assistant Jobs in Kirkland, WA at Fortress Management, Inc.

Job Overview
OFFICE ADMIN & PROPERTY ADMIN – 80%

PERSONAL ASSISTANT TO CEO – 20%

Position/Title: Administrative Assistant and Personal Assistant duties supporting CEO

Job Description: The Administrative Assistant is responsible for general office management and assisting office staff at the corporate office in Kirkland.

The Personal Assistant is responsible for handling out-of-the-office errands and other personal tasks for the CEO. (limited after hours may be required)

Administrative Responsibilities:

  • Receive, screen and direct incoming telephone calls in a courteous, friendly, and prompt manner; provide information to callers and take messages as necessary.
  • Greet and direct guests/visitors.
  • Collect, sort and distribute mail, including courier packages.
  • Secure and maintain office and personal supplies for CEO and office.
  • Oversee petty cash fund.
  • Maintain office filing.
  • Process various reports, forms and other documents using Word and Excel.
  • Assure CEO’s office is clean and orderly and maintains professional appearance.
  • Provide support and assistance for late meetings as needed.
  • Track & plan staff birthday/anniversary celebrations.
  • Oversee the acquisition and maintenance of office equipment.
  • Supervise space management in the copy room, organization and effective use to maximize utility, supervise removal of documents into storage, supervise organization of storage facility and document retrieval.
  • Provide administrative support to team.
  • Special projects, as needed.

Property Administration Responsibilities:

  • First point of contact for all vendor and tenant correspondence.
  • Keep update files of tenant’s gross sales, maintenance reports, and Certificates of Insurance.
  • Maintain the third-party reports, mailings, etc.
  • Make copies, scan documents, mail and overnight document delivery, schedule conference calls, follow up on document receipt from outside vendors and service providers.
  • Create Accounts Receivable reports, apply late fees, send out legal default notices.
  • Review and code invoices for payment.
  • Vendor negotiations.
  • Special projects as needed.

Personal Assistant to the CEO Responsibilities:

  • Assist Principal with personal tasks/projects such as coordination of events, car maintenance, appointments, etc.
  • Driving/accompanying Principal to various appointments as needed, out-of-office errands and/or purchases.
  • Support billing review process by gathering vendor invoices, conducting initial verifications, review them directly with the Principal for approval, and deliver approved invoices to the accounting team for timely payment.
  • Conduct periodic walkthroughs and manage external vendor relationships for repairs, installations, and specialized projects at the Principal’s private residence.

Preferred Qualifications:

  • Ideal candidate should have a minimum of 1 year administrative assistance experience (preferably supporting high profile professional)
  • Unwavering loyalty
  • Commitment to excellence
  • Team player; positive can-do attitude. Willing to ask questions and learn.
  • Reliable, trustworthy, flexible
  • Discretion, good judgment and ability to handle highly confidential material and matters.
  • Exceptional interpersonal skills, works well under pressure and experience working with strong and demanding personalities.
  • Computer proficiency, including knowledge of Microsoft Word, Outlook, and Teams.
  • Accuracy and attention to detail; ability to work quickly and efficiently
  • Excellent organizational and time management skills; able to prioritize
  • Strong communication skills (verbal, written and listening)
  • Able to work under tight deadlines, remain aware of shifting priorities and anticipate “last second” changes
  • Respond expeditiously to diverse assignments and take responsibility for projects from beginning to end
  • Capacity to manage multiple projects independently
  • Take initiative
  • Must have “whatever it takes” attitude
  • Must possess a valid driver’s license and a vehicle to use during working hours
  • Willing to dedicate extra hours to get the job completed as needed.

Pay: $60,000.00 – $85,000.00 per year

Benefits:

  • 401(k)
  • Dental insurance
  • Health insurance
  • Paid time off
  • Vision insurance

Education:

  • Associate (Preferred)

Work Location: In person

Title: Office Admin & Assistant

Company: Fortress Management, Inc.

Location: Kirkland, WA

Category:

 

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