Senior Administrative Assistant

Cincinnati

Overview of Job Description

The Senior Administrative Assistant will provide support to the Administrative Team, Tax Director, Leadership Team, and NAP portfolio companies. The individual must be a master multi-tasker with excellent communication and organization skills. To be successful, the individual must demonstrate flexible and efficient time management skills and the ability to prioritize their workload. Must perform responsibilities with the highest level of confidentiality. The Senior Administrative Assistant will provide professional concierge service to visitors and NAP associates.  

Duties and Responsibilities

In order to perform daily duties and responsibilities, the Senior Administrative Assistant must:

Administrative Support

  • Prepare and format internal and external information for distribution. This includes correspondence and presentations
  • Prepare office expense reports
  • Research and coordinate travel arrangements
  • Prepare conference rooms for all meetings. Be the “go-to” on all conference room technology
    • Logging into conference room accounts, joining virtual calls, working audio and video, as well as using click share, apple share, HDMI hookup, and using the Whiteboard application
  • Complete special projects as needed

First Impressions

  • Welcome guests and associates upon arrival
  • Maintain tidiness of reception area and common areas in the office
  • Answer/Route/Screen incoming calls to the appropriate individuals in a professional manner

Office Management

  • Responsible for catering meals as requested
  • Manage daily mail – incoming and outgoing. Maintain postage materials and daily balance of the postage machine
  • Stock copiers and printers
  • Prepare conference rooms and set up technology as requested for internal and external meetings
  • Keep the refrigerator stocked with beverages; coffee to be stocked in kitchen areas, daily
  • Responsible for loading/unloading office dishwashers
  • Order and maintain office/kitchen/building supplies
  • Point of contact for office vendors

Event Coordination

  • Coordinate office activities and events, including team events, holiday celebrations, and internal and external meetings throughout the year. This may require the individual to stay late or come early
  • Research and contact venues, vendors, and caterers

Administrative Support to Tax Director and Tax Team

  • Tax Return Processing
    • Prepare mailing labels, envelopes, and certified mail for tax returns
    • Process postage for all tax returns assuring mailed by the tax deadline date and deliver to the post office upon request
    • Scan tax returns into respective legal entity’s tax folder
    • Match certified mail return receipts and place them in the respective tax folder
    • Track Due Dates for all entity returns in MRI
    • Distribute K-1’s to partners and maintain copies of originals for tax files
  • Manage Organizational Documents of Legal Entities
    • Scan legal and organizational documents to the respective Organizational Documents Folder in the Tax Workpapers – 83(b) Elections, Agreements, Amendments, Articles, Certificates, Consents, etc.
    • 83(b) Elections – timely coordinate signatures, transmittal letter preparation, scan, save and distribute fully executed copies to appropriate individuals and the Tax Director. Prepare certified mailings to the IRS

Qualifications and Requirements

Qualifications

  • Strong customer service skills
  • Adept in technology
  • Communicates clearly and efficiently through both verbal and written skills
  • Possess excellent time management skills while having the ability to multi-task and prioritize
  • Strong organization skills
  • Ability to exercise good judgment, anticipate needs, with strong attention to detail

Education and Experience Requirements

  • High School Diploma or GED required some post-secondary education or training preferred
  • Strong work tenure: 3-5 years of Receptionist, Office Manager and/or Administrative Assistant experience preferred

Strong Technical Expertise: Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint) and Adobe Acrobat. Familiar with Teams and Conference Room Software

 

Compensation and Benefits

This position will include an excellent benefits package that includes medical, dental, life, and 401(k). It will provide a competitive salary based on the candidate’s experience.

About North American Properties

NAP upholds a professional and deadline‐oriented working environment in an office setting.  At NAP we live our values of Relationships, Ownership, Agility, Strength and Stability, Courage and Creativity, Empowerment and Integrity.

North American Properties, LLC  does not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, merit, and business need.

We look forward to hearing from you!

Date Posted: 01-14-22

ESTD 1954
We develop multifamily, mixed-use, office, student housing, hotel and retail environments all over the US. We’ve done it with stability, strength, and a singular focus on people and the way places affect them since 1954.
Developing a Better World