Executive Assistant

Join a team that enhances campus living! You will play a central role in supporting company leadership, including C-Level Executives, Senior Management, and department heads. This dynamic position involves coordinating travel, managing expense reports, organizing records, planning meetings and events, overseeing special projects, and handling diverse communications with internal and external stakeholders. With a focus on efficiency and excellence, the role demands independent judgment to prioritize tasks, streamline workflows, and enhance office practices. You won’t find a team more excited about making a difference. Apply now and learn more!

Responsibilities

• Schedules and organizes meetings, conferences, and department activities for all members of the department, internal partners, and external vendors, including, but not limited to airfare, hotel, meals and refreshments, etc.
• Assists with investor relations duties such as issuing press releases, maintaining investor databases, mailing investor packets, etc.
• Assists with the creation, word processing, and coordination of approvals and signatures of SEC documents, press releases, proxies, and other company documents.
• Creates and manages all retail files, including vendor and contract information, while assisting in other retail documents and contracts.
• Compiles quarterly earnings binders and assists with all preparation for quarterly earnings releases and calls.
• Deposits all retail tenants, while delivering any accounting-related checks to the appropriate parties.
• Administers and manages SEC codes for executives and Board members.
• Assists with property credit applications, W9 requests, archival of audits, and other documentation requests.
• Assists other teams with projects, contracts, and other tasks as needed.
• Coordinates all travel arrangements, including coordinating with other departments as needed.
• Coordinates the logistics of confidential documents (proxies, earnings reports, etc.) with appropriate vendors.
• Assists with monthly financial and personal expense reports to ensure payment / reimbursement.
• Communicate with stock transfer agents to coordinate with brokers to issue company stock.
• Manages personal and professional calendars, schedules, and appointments for management.
• Maintains general calendar for departments including audit dates, meetings, and work-related celebrations.
• Collaborates with departments to assist with preparation, word processing, and editing letters and documents.
• Manages phones, voicemails, contacts, and other administrative items for management.
• Assists the Accounts Payable team by preparing, mailing, and logging weekly property packets.
• Oversees / prepares and notarizes legal and official documents as needed.
• Schedules, sets up, attends and distributes notes for any department meetings.
• Sorts and distributes incoming mail and packages and prepares outgoing mail and packages as needed.
• Covers Receptionist duties, along with other members of the administrative team, as needed.
• Works within a team and with other corporate departments on special projects for the company.
• Performs other basic administrative tasks, general upkeep of equipment, ordering supplies, phone duty, ordering lunches, and other essential responsibilities.
• Acts as a liaison with other departments, outside agencies, vendors, properties, etc.
• Drafts written responses or replies by phone or e-mail as requested.
• Works closely with the Director of Board Relations to coordinate travel on the corporate plane when needed, organize events, assist after retention policy, etc.

Ideal Experience

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The Larko Group is a premier Staffing & Recruiting firm based in Chicago, with a nationwide reach, for Direct Hire, Temporary-to-Hire, and Temporary / Project jobs. We specialize in Executive Assistant, Administrative Assistant, Personal Assistant, Chief of Staff, Office Manager, Receptionist, General Office, General Labor (warehouse), Event Support, Project Management, and Customer Service.