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Job# 24409
Contact# 5831746

Executive Assistant

Leading Lifestyle Brandis currently looking for an ExecutiveAssistant for Retail Construction to join their team!

Job Responsibilities:

  • Expense reports/Concur
  • Travel arrangements, travel schedule/calendar, and consolidate information needed
    prior to travel (ie. lease plans, market profile)
  • Updates to lease tracking report as necessary to assist Directors of Leasing track
  • Real Estate Committee presentations (consolidating information provided from
    various sources and prepare for formal, senior management review
  • Consolidating retailer and landlord info/announcements from various sources (ICSC,
    publications (WWD, websites, internal Loop, Media Tumbler, etc) for issues that may
    impact or influence real estate decisions and distributing to team for
    weekly review (i.e. relating to the footwear, apparel, action sports, outdoor industries,
    new retail to market, anything relating to brick & mortar store locations)
  • Distribute mail; Sorting, opening mail/boxes; sending overnight mail, cover letters
  • Office supplies (orders)
  • Set up vcards (from contacts, business cards, etc) and updates to department
    contacts database
  • Calendar/schedule/Coordinate meetings, conference rooms and conference
    scheduling (including ICSC meetings and preparation); Prep information for upcoming
    calls/conference calls (if specific subject or site)
  • Screening phone calls (Gather initial high level info... landlord/contact, brand desired,
    site name and location/market, co-tenants and center average); Direct to dept website
    and basic brand sheets, request email with current center lease plan, leasing brochure and other pertinent information
  • Presentations/Preparing brand presentations for landlord meetings and other
    miscellaneous brochures/handouts, and monthly/quarterly department presentations
    Filing documents, scanning, organizing legal documents (leases, amendments,
    notices, etc); Forwarding to Harbert Realty; Printing plans and other construction docs
    for distribution
  • Arranging documents for Tenant signature, Notary when necessary
  • Updating the Real Estate/Construction Sharepoint site and organization of documents
    and files (i.e. potential sites folder)
  • Updates to Real Estate Dept contact list(s) and department calendar
  • When necessary/At peak times, SAP use (invoice coding); Invoices in
  • Dept meetings; planning, presentations
  • Time permitting or as requested, prepare "thank you" email/note card for meetings/
    appointments as follow up to discussions/meeting with any requested information (i.e.
    photos of stores for brands discussed, brand info sheet, etc)
  • Assist in requests for Certificates of Insurance from landlords/developers. Request
    and/or forward requests to LP (Jen Plato)
  • New employee set up


·        Knowledge in MicrosoftOutlook, Word, Excel and PowerPoint

·        Experience within thecosmetic industry preferred

·        Ability to keep highlevel of confidentiality is essential

·        Ability to form astrong work relationship with co-workers in every department

·        High level ofdedication and available through phone and email at all times

·        Strong communicationand event planning skills

·        Knowledge of Facebook,Twitter, Instagram, Google +, LinkedIn

·        Knowledge of SAP,Concur and Egenica