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Executive Assistant Resume

PROFILE

Top notch administrative professional with ten years of experience coordinating office management and special projects with a high degree of efficiency. Serve as point person for managers, sales teams, clients and vendors to ensure proper lines of communication. Maintain excellent communication skills, problem resolution abilities and a high level of confidentiality. Equally effective at providing sales management and advanced word processing support. Specialize in travel arrangement, calendar management, meeting and catering coordination and general executive assistant responsibilities.

PROFESSIONAL STRENGTHS

  • Paralegal Certification in progress through Confidential.
  • Creative problem solver, always obtains productive results within a team environment or independently.
  • Quick to learn new concepts adapt to changing routines and prioritize assignments to meet deadlines.
  • Customer focused – foster a positive rapport to strive for exceptional service.
  • Take charge attitude, self-motivated and committed to each endeavor.
  • Highly organized, analytical, detail oriented and accountable regarding time sensitive projects and proposals.
  • Demonstrated administrative expertise in conducting calendar management, meeting coordination, travel arrangements, expense reports, spreadsheets, PowerPoint Presentations, client correspondence, client interface and phone coverage.
  • Experienced in the use of numerous software packages, including: Industry specific software (Yardi, MRI, Calyx Point, FAST, etc.), Quickbooks, Microsoft Office Suite – Word, Excel, PowerPoint, Access, Outlook, Page Maker, Internet Research, Outlook, Gmail & E-mail.
  • Notary Public of the state of California.
  • California Real Estate Salesperson license

PROFESSIONAL EXPERIENCE

Confidential Executive Assistant/Lease Processor (June 2009 – September 2010)

  • Provided executive level administrative support to the Vice President of Operations, two direct subordinates of the Vice President of Operations, and four members of the sales staff.
  • Served as liaison between all impacted departments to ensure proper communications and reporting practices.
  • Prepared complex amendments regarding the reduction and/or restructuring of current lease agreements. Transitioned between different types of documents and compared data for lease deficiencies. Sent lease amendments to landlord for signature. Reviewed signed amendments returned from the landlord for any errors or changes and submitted them to the appropriate Carrier for approval.
  • Created/Drafted lease amendments based on re-negotiated lease terms submitted by the sales staff and maintained digital lease files of all amendments.
  • Reviewed sales commissions via Live Calc calculator for accuracy and corrected as necessary.
  • Created Legal Fact review sheets and submit to the Carriers attorney.
  • Coordinated large employee volunteer efforts; recommended, developed, implemented and managed effective volunteer and fundraising programs.
  • Recruited volunteers and recommended assignments best suited to each individual’s talents.
  • Maintained public contacts in the community and public/private sectors in order to implement volunteer/fundraising strategies; Developed articles and announcements to publicize volunteer activities and events.

Confidential

Executive Assistant/Project Coordinator (February 2007 – June 2008)
  • Provided administrative support to the President and four other high level executives with duties that included maintenance and security of both client’s personally identifiable information and confidential company reports.
  • Managed and prepared high profile proposals and presentations.
  • Scheduled meetings, recorded minutes, and maintained a log of meeting minutes.
  • Assisted with the research and due diligence relating to real estate acquisition.
  • Assisted with the preparation of affordable housing financial applications including project descriptions, evidence of support for project, site control and entitlement.
  • Coordinated title and entitlement with outside counsel.
  • Coordinated due diligence required by lenders and equity investors for financial closings.
  • Prepared placed in service filings and assisted with the conversion process.
  • Prepared organizational documents for recordation and filing.
  • Prepared timelines and tracked, monitored and provided detailed weekly status reports on all projects from conception through final completion.
  • Closely interfaced with vendors and other departments within the organization to implement their goals and objectives.
Confidential

Sales and Marketing Executive Assistant (September 2006 – February 2007)

  • Same responsibilities as Confidential
Confidential Executive Assistant, Escrow (December 2005 – September 2006)
  • Provided administrative support to the President and three other executives. Duties included maintenance and security of confidential information.
  • Coordinated projects and events by exercising an ability to improvise, improve procedures, and meet demanding deadlines.
  • Planned and coordinated corporate luncheons and developed presentations for related onsite and offsite meetings.
  • Processed monthly expense reports which included supporting documentation and budget code indexes.
  • Scheduled meetings, recorded minutes, and maintained a log of meeting minutes.
  • Direct business relations and distribution of company literature to stimulate client interest and sales leads.
  • Verified the accuracy and completeness of contracts and change orders and processed buyer funds.
  • Processed Sales Contracts, Addendums, Amendments and input Job Initiation Orders and Option Change Orders into computer software for tracking.
  • Maintained files and distributed contracts and change orders.
  • Worked closely with Escrow company to schedule closings and resolve issues to facilitate closings.
  • Answered questions and solved problems for the buyer through communication with other departments and assisted in all aspects related to the closing of their new home.
  • Maintained and distributed monthly Broker 1099 Co-Op and Sales Associate Monthly Performance Reports.
  • Maintained and distributed weekly Sales Reports and updated community maps and closing boards.
  • Maintained and distributed Escrow Status Reports/Weekly Closing Reports.
  • Drafted Model Home Lease Agreements, Final Price Amendments and Addendums to the contract.
  • Reviewed and approved Escrow Instructions and Estimated Closing Statements.
  • Processed final HUD’s and forwarded to Accounting department.
  • Executed Notice of Completion for recordation to facilitate close of Escrow.
  • Attended all weekly project status meetings and sales meetings.
Confidential

Assistant Property Manager - Commercial (December 2004 – November 2005)

  • Assisted General Manager/Property Manager with twelve (12) shopping centers and three hundred (300) tenants of an equity Real Estate Investment Trust (REIT).
  • Completed travel arrangements and expense reports.
  • Scheduled meetings, recorded minutes, and maintained a log of meeting minutes.
  • Coordinated new tenant move-ins and move-outs.
  • Prepared Tenant Improvement (TI) Reimbursement requests.
  • Reviewed Tenant Sign requests and lease provisions for sign compliance and obtained approvals.
  • Drafted Lease Amendments, Addendums and Renewals; Prepared Lease Abstracts.
  • Prepared and mailed Common Area Maintenance (CAM) Reconciliation’s, Real Estate Property Tax and Insurance billings as specified in each tenant’s lease.
  • Responsible for interpreting the lease provisions and preparing all Consumer Price Index (CPI) calculations
  • Prepared and mailed all Fixed Rent Escalation letters as specified in each lease.
  • Accounts Receivable duties including collections and reporting; responsible for sending accounts to the company attorney on a monthly basis to start 3-day Pay or Quit Notices/Unlawful Detainers (UD’s) as needed.
  • Reviewed and prepared Tenant Account Adjustments and Lease Default Account Adjustments.
  • Maintained daily contact with tenants and vendors.
  • Reviewed and tracked all tenant insurance policy requirements and verified lease compliance.
  • Prepared Annual Billing Schedule.
Confidential Administrative Assistant, Escrow (March 2004 – December 2004)
  • Assisted in all phases of the Escrow process; specialized in sales and refinance of homes or vacant land.
  • Assisted with interpreting Purchase Contracts to prepare Escrow Instructions, Deeds and other documents.
  • Assisted clients in signing loan documents, Purchase Contracts, Escrow Instructions, and other necessary documents.
  • Coordinated the purchase process with title officers, real estate agents, purchasers, and other parties.
  • Responsible for opening orders, ordering demands, and obtained Evidence of Insurance.
  • Prepared Estimated Final Closing Statements and HUD-1 per lenders instructions and required fees.
  • Reviewed, packaged and returned all fully executed documents to the lender.
  • Prepared Recording instructions and documents for Title Companies.
  • Packaged closing statements and disbursements and sent to proper parties.

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