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Executive Administrative Assistant - Commercial Real Estate

Administrative - Administrative Assistant, Hobbs Brook Job ID 2024-14302 Primary Location: Waltham, Massachusetts 03/05/2024 Hiring Range: $29.28 - $42.13
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Hobbs Brook Real Estate LLC is an innovative commercial real estate leader with a portfolio of forward-thinking, sustainable properties in the United States and Singapore. Shaping the market since 1952, the company acquires, develops, manages, and serves as a valued partner to a variety of stakeholders. Hobbs Brook Real Estate (HBRE) brings unique property visions to life with a commitment to improving both the environment and the community. For additional information, please visit HBRE is the real estate division of FM Global.

COMMERCIAL REAL ESTATE EXECUTIVE ADMINISTRATIVE ASSISTANT would support office operations for a rapidly growing Commercial Real Estate Company. We are seeking a highly motivated individual to offer administrative support to our Leadership Team. Responsibilities include taking initiative to resolve problems and issues that arise internally and externally, by interpreting policies, making informed judgments, and collaborating with colleagues.

  • Assist in the day-to-day operations via administrative/organization support across all facets of the organization’s business.
  • Coordinate a broad variety of administrative tasks including, arrange and handle logistics for meetings and events, scheduling meetings, preparing information for meetings, coordinating catering for events/meetings, drafting letters and memos, and completing expense reports.
  • Assists with vendor pre-qualification process and maintains vendor pre-qualification documents. Coordinates document flow between vendor and risk management.
  • Assists with vendor contract process and maintains vendor contract documents. Coordinates document flow between vendor and in-house legal.
  • Assists with vendor certificates of insurance process and maintains vendor certificate of insurance documents.
  • Creates master project folders and ensures accurate files are maintained according to project requirements.
  • Process purchase orders, invoices and manage workflows in a CRE management system.
  • Assist the Leadership team with calendar management, meeting coordination, catering requests and assisting with Travel arrangements.
  • Standard office administrative tasks such as mailings, communications, filing, managing SharePoint files.

  • BA/BS or equivalent combination of education and experience.
  • Five years of progressive office management/administrative support experience with at least three years supporting executive level.
  • Proficiency in Microsoft Office software: Word, Excel, PowerPoint, Outlook.
  • Strong written and verbal communication skills; effective organizational and problem-solving skills. Experience composing professional emails, letters, memos, etc.
  • Take initiative with minimal direction, coordinate tasks and manage projects with impeccable attention to detail and follow-up.
  • Excellent Interpersonal skills and the ability to build and maintain positive, supportive working relationships with all levels and with cross-functional teams.
  • Ability to multi-task and prioritize effectively and to meet deadlines.
  • Ability to switch gears at a moment’s notice.

The hiring range for this position is $29.28-$42.13 USD per hour. The final salary offer will vary based on individual education, skills, and experience. The position is eligible to participate in FM Global’s comprehensive Total Rewards program that includes an incentive plan, generous health and well-being programs, a 401(k) and pension plan, career development opportunities, tuition reimbursement, flexible work, time off allowances and much more.

HBRE is an Equal Opportunity Employer and is committed to attracting, developing and retaining a diverse workforce.


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