Executive Assistant – Long Beach, CA

Ensemble's office in Downtown Long Beach, CA has an immediate need for an Executive Assistant. This position will support an office comprised of executive staff and other clerical staff and manage multiple, deadline-oriented tasks in a fast-paced environment utilizing self-discipline and critical thinking skills. The position requires the ability to self-direct, and to work both independently and with others in a professional, productive and cooperative manner.

Ensemble Real Estate Solutions, a leader in development, investment, management, and leasing of commercial real estate has an opening for an Executive Assistant to lend their talents to our Downtown Long Beach office. We have a great track record of success owing to the talent and dedication of our team members.

This Executive Assistant will support an office comprised of executive staff and other clerical staff and manage multiple, deadline-oriented tasks in a fast-paced environment utilizing self-discipline and critical thinking skills. The position requires the ability to self-direct, and to work both independently and with others in a professional, productive and cooperative manner. In addition, the assistant will exercise superb attention to detail, adhere to high quality standards in all written and oral communications, cooperate fully with instructions from management and maintain familiarity with and follow all company policies and procedures.

Key Responsibilities:

  • Assist executives with their needs on a daily basis with tasks such as scheduling, calendar maintenance, incoming mail, phone calls, preparing for meetings, travel arrangements, etc.
  • Assist executives with their needs on a daily basis with tasks such as scheduling, calendar maintenance, incoming mail, phone calls, preparing for meetings, travel arrangements, etc.
  •  Assist executives with projects
  • Create various presentations, proposals, schedules and graphics
  • Perform or assist with any operations, as required, to maintain workflow and to meet schedules and quality requirements
  • Assist with maintenance of conference room and other calendars using MS Outlook Assist people with operating workroom machines or searches for office supplies
  • Scan documents for other executives as needed
  • File documents in company electronic file repository
  • Understand and utilize all filing protocol and procedures (electronic and hard-copy)

Required Skills:

  • Minimum of five years of experience as an Executive Assistant
  • Minimum of five years of experience as an Executive Assistant
  • Experience in commercial real estate construction/development a plus
  • Ability to compose, proofread and edit correspondence
  • Organizational and clerical skills including basic math calculations and records maintenance
  • Good communication skills (written, oral, telephone)
  • Ability to listen to and accurately interpret and carry out instructions
  • Self-direction and time management skills

Salary dependent upon experience, plus a good benefits package which includes 100% paid medical, Long Term Disability and life insurance, and a 401K, as well as an award-winning wellness program.

Apply here.

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Assistant Lease Administrator – Phoenix, AZ

Ensemble has an immediate need for an Assistant Lease Administrator in our corporate office in central Phoenix and are looking for a motivated and responsible individual to support our brokerage team. Responsible for multiple, deadline-oriented tasks in fast-paced environment. This position will maintain a pro-active role in maintaining company standards for lease documentation quality, accuracy, security and efficacy and will require the ability to work both independently and with others in a professional, productive and cooperative manner.

Assistant Lease Administrator

Brokerage Services Department < Phoenix, Arizona Office

 

Ensemble Real Estate Solutions, a commercial real estate company, is a market leader in real estate that specializes in both on-campus and off-campus facilities, including hospital-sponsored facilities, investor-owned healthcare facilities, and physician-owned medical office buildings. We have an immediate need for an Assistant Lease Administrator in our corporate office in central Phoenix and are looking for a motivated and responsible individual to support our brokerage team. Responsible for multiple, deadline-oriented tasks in fast-paced environment. This position will maintain a pro-active role in maintaining company standards for lease documentation quality, accuracy, security and efficacy and will require the ability to work both independently and with others in a professional, productive and cooperative manner. Superb attention to detail, critical thinking skills and ability to learn quickly will be key for success.

Duties

  • Assist with drafting of lease documents including new leases, amendments, etc.
  • Assist with creating, updating and maintaining lease abstracts
  • Assist with generating commission invoices
  • Manage lease document workflow process from inception to finalization
  • Coordinate approvals for document execution
  • Draft cover letters and prepare documents
  • Distribute abstracts to internal departments
  • Serve as point of contact for internal team to verify information
  • Coordinate production of new lease packages and return of lease documents to all parties.
  • Save & scan documents of all types in company repository – understand and utilize all filing protocol and procedures
  • Input of lease documents/maintenance in various software programs – VTS, Yardi, ProLease, etc.
  • Schedule and prepare agendas and meeting minutes
  • Backup for Brokerage Administrative Assistant

Qualifications

  • Experience as a Lease Administrator, a commercial real estate Executive Assistant or multiple years of relevant commercial real estate experience.
  • Demonstrated ability to read and interpret complex lease language.
  • Intermediate to advanced working knowledge of Microsoft Word, Excel and Outlook.
  • Ability to compose, proofread and edit legal documents and any associated professional correspondence. Adhere to high quality standards in all written and oral communications.
  • Demonstrated organizational and clerical skills including basic math calculations and records maintenance.
  • Demonstrated advanced grammar and communication skills (written, oral, telephone).
  • Demonstrated ability to listen to and accurately interpret instructions.
  • Self-discipline, critical thinking skills and the ability to self-direct.
  • Superb attention to detail.
  • Valid state real estate license required within 90 days of hire.

Salary dependent upon experience, plus a good benefits package which includes 100% paid medical, Long Term Disability, life insurance, and 401K, as well as an award-winning wellness program.

Apply here.

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