Administrative Assistant

 

Building Owners and Managers Association Greater Los Angeles ( BOMA/GLA) is one of the largest and most active CRE federations in the world. We represent more than 2,000 commercial real estate professionals in the Los Angeles area, connecting them with the people, information, education, and resources they need to maximize effectiveness at every level of building management. Serving building owners, managers, developers, leasing professionals, corporate facility managers and asset managers, BOMA/GLA provides up-to-the-minute knowledge in every aspect of CRE, as well as career-advancing opportunities, valuable face time with colleagues, suppliers, and peers, and an unmatched level of active support and expertise.

SUMMARY: Under direction, the Administrative Assistant is responsible for supporting the Vice President, Association Services in performing administrative tasks associated with the implementation of customer service, project management, and administrative services.

ESSENTIAL FUNCTIONS:

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• Provide administrative support such as writing and editing emails, drafting memos, and preparing communications on the VP’s behalf.
• Open, sort and distribute mail.
• Maintain the inventories of office supplies as well as ensure a clean office environment.
• Use cloud-based collaboration tools to organize, schedule and track assigned work and deadlines.
• Manage the arrangements for deliveries of materials to and/or from office; keep abreast of current messenger, UPS, express and USPS rates, services, and regulations.
• Perform minor accounting duties such as invoicing and data entry for accounts payable and receivable as directed.
• Assist with managing, organization, and coordinating projects with rapidly changing priorities.
• Generate reports as requested.
• Assist the VP with general marketing and communications related activities:
• Collect content and post to the web site: research and embed links and other documents to the site as approved by the Director.
• Assist in proofing content and routing materials to all related departments’ project leaders regarding changes to product copy.
• Coordinate day-to-day marketing administrative activities that lead to the completion of projects as assigned.
• Assist with creating and updating SOPs (Standard Operating Procedures).
• Attend association events as assigned.
• Organize meetings, including scheduling, sending reminders, and taking minutes.
• Answer phone calls including member support.
• Executes all other duties as assigned by the VP that contribute to the effectiveness, efficiency and growth of the office and the association.

SKILLS AND EXPERIENCE: Must have at least two years of administrative experience with project management responsibilities supporting senior level staff. Must be able to work independently from time to time and confident in taking the initiative when faced with administrative decisions. Motivated by getting tasks done with the ability to appropriately manage time. Must have a good working knowledge of Microsoft Office products. Experience with new technology, virtual platforms, and project management systems a plus. Ideal candidate is well organized, able to multi-task, has excellent communications skills, likes to have fun, and is available to work occasional early mornings and late evenings.

Building Owners and Managers Association Greater Los Angeles provided the following inclusive hiring information:

We are an equal opportunity employer and consider all qualified applicants equally without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran status, or disability status.

• Women-led organization
• Inclusive of minority and disadvantaged groups
• LGBTQ+ friendly workplace
• Age-inclusive
• Paid time off

Job Type: Full-time

Pay: $23.00 - $25.00 per hour

Benefits:

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

Schedule:

• Monday to Friday

Application Question(s):

• Job requires local travel to association meetings and events. Are you willing to travel locally?

Education:

• High school or equivalent (Preferred)

Experience:

• Administrative: 2 years (Required)

Language:

• English (Required)

Work Location: Hybrid remote in Los Angeles, CA 90017

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