• Job Description

  Req#: 32737968454

  Job Type
  
  Full-time
  
  Description
  
  Title: Senior Administrative Assistant
  
  Position Type: Full-Time
  
  Reports to: Real Estate Manager
  
  Date Revised: 05/23/2025
  
  Department: Development
  
  Job Summary: The Senior Administrative Assistant is responsible for coordinating, organizing, and planning administrative support needs. Additionally, this position will provide guidance to other administrative staff and ensure operations run smoothly.
  
  Requirements
  
  Duties & Responsibilities:
  
  • Perform Administrative Support Tasks - Perform general administrative, clerical, and executive support tasks to ensure organizational sustainability.
  
  • Manage Communications - Monitor and triage emails, voicemails, and physical mail; route messages, invoices, and signature requests to appropriate staff.
  
  • Calendar & Scheduling Support - Coordinate executive calendars, meetings, onboarding sessions, and team events.
  
  • Accounting Assistance - Reconcile credit card bills, process reimbursements, and track corporate expenses and project advances.
  
  • Travel Coordination - Plan and book staff travel including flights, hotels, and rental cars; obtain approvals and manage confirmations.
  
  • Event & PR Support - Assist in planning internal retreats, partner events, and public relations efforts; coordinate timelines, materials, and vendor engagement.
  
  • New Hire Onboarding - Set up SharePoint and Teams access, update group communications, and coordinate onboarding schedules.
  
  • Website & Data Maintenance - Track project updates for the website, perform regular data audits, and update organizational folders and access maps.
  
  • Conference & Training Registration - Manage staff registrations for conferences and maintain annual membership lists.
  
  • Office & Supply Management - Oversee supply orders and support ongoing office needs.
  
  • Enhance Workflow Efficiency - Create, revise, and/or implement procedures to improve workflow and operational efficiency as necessary.
  
  • Special Projects & Personal Assistant Tasks - Handle entity formations, certificate requests, and occasional personal tasks such as reservations and payments.
  
  Knowledge, Skills & Abilities:
  
  • Excellent verbal and written communication skills
  
  • Strong attention to detail in scheduling, documents, and communication, with the ability to catch and correct errors proactively
  
  • Exceptional ability to prioritize and execute tasks efficiently while managing competing deadlines
  
  • Proficient in Microsoft Office applications, including Excel
  
  • Strong understanding of high-level administrative functions, including calendar management, travel coordination, and meeting logistics in fast-paced environments
  
  • Ability to anticipate needs, make sound decisions independently, and maintain confidentiality with sensitive information
  
  • Highly professional in communication, conduct, and presentation
  
  Education & Experience:
  
  • Bachelor's degree in business, communications or related field is preferred.
  
  • Minimum of 3 years of previous administrative experience.
  
  • Familiarity with property management industry is a plus.
  
  Physical Demands:
  
  • Long periods of computer work, communication via phone and email, and extensive record keeping.
  
  • Mobility within the building and occasionally lifting and/or moving objects up to 20 pounds.
  
  • Regular verbal communication and understanding in person and over the phone.
  
  • Frequent operation of buttons and controls, reaching, and grasping.
  
  • Visual abilities required include close vision, distance vision, and adjusting focus.
  
  • Occasional travel to different locations.
  
  Other Duties: This job description does not encompass all responsibilities and activities of the position. Management may add or change duties as needed.
  
  EEO Statement: UPHoldings is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, or any other legally protected status. We comply with all applicable federal, state, and local laws governing nondiscrimination in employment. This policy applies to all terms and conditions of employment, including hiring, promotion, termination, compensation, and training.
  
  Salary Description
  
  $52,000.00 - $65,000.00

• About the company

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