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Years of Experience
Date Last Verified
Executive Assistant/Post-Closing Coordinator The candidate will be responsible for directing questions and requests for information, invoice processing, managing complex reports, creating, and monitoring complex plans and schedules. The administrative work for this role involves top-level management contacts and exposure to highly sensitive information requiring considerable tact, diplomacy, and judgment. Responsible for drafting and distributing correspondence, preparing reports, maintaining files, and performing various special projects. Ensure all transaction and project related, closing and underwriting documents filed in appropriate folders. Proactively manage daily calendars and meetings for the executive leader and other members of the team using discretion in the screening and prioritization of leader's time. Independently answer and/or triage requests for information. Independently establish, organize, and maintain electronic and paper files per company guidelines. Facilitate communication and act as an effective liaison between internal and external customers by providing confidential, timely and accurate information. Drive key deliverables from external vendors including budget, case and spend estimates. Manage key reporting document with impeccable attention to detail. Review and prioritize documents and respond as appropriate. Drafts and prepares correspondence, announcements, presentations, and reports both internal and external to the company. Set-up and manage conference calls and meetings, including the preparation and organization of meeting space, materials in advance and order food for (breakfast/lunch, etc.). Manage the coordination and arrangement of travel (domestic and abroad), and meetings, conferences, events, some with very high-level executives both inside and outside the company. Maintains cleanliness and overall appearance of the physical office. Make sure Kitchen items and sufficiently stocked, coffee, utensils in drawers etc. Inventory tracking as well as manage/order and replenish office supplies. Accepts all incoming packages and direct to appropriate individuals. May perform office receptionist duties to all visitors and vendors in-person and on the phone. Manages office moves and other various facilities related tasks if applicable. Send regular updates to project managers with lists of recently closed deals and status of documents required for onboarding. Generate weekly servicing pipeline reports. Responsible for coordinating with counsel on the delivery of project documents to the appropriate custodian and the release of any documents and/or missing post-closing items. Work with counsel to ensure that project related items (copies of recorded documents, final title policies and closing binder documents) are saved in project folders. Receive and file recorded original documents. Notarizing loan and funding documents as needed. Participate in ongoing training. Responsible for understanding and complying with company policies and procedures while performing the role outlined above.
Qualification and Experience
The candidate must have Bachelor's degree in Business Administration or equivalent work experience. Should have 5+ years of executive administrative support. 1+ year Junior Paralegal experience, commercial real estate is a plus. Experience working in a dynamic environment with a commitment to meeting deadlines is needed. Strong written and verbal communication skills and proven ability to communicate clearly and professionally with individuals at all levels, internally and externally is must. Strong computer proficiency in Microsoft Word, Excel, PowerPoint, and Outlook is essential.
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