Executive Administrator

Executive AdministratorThe Executive Retail Assistant is responsible for the day-to-day administrative process for the retail division and support services, allowing retail brokers to leverage their time and resources as they network or market commercial retail properties, represent retail buyers and sellers, and develop commercial retail properties.Essential FunctionsPrepare correspondence, proposals, listing agreements, and contracts for retail brokersProvide support and assistance with a range of daily tasks for the retail department, including calendar management, ordering lunches, receptionist duties, etc.Keep a tickler file for supported team of expiration dates of important documents/permits, i.e. Broker's License, TSA Pre-Check, Passport, etc.Run demos using mapping and demographic software, including Sites USA and Google EarthMapping: plot site locations and/or retail competition maps using mapping softwareMaintain market aerials/maps on current territories, including our clients' stores, competitors, major malls, and big-box retailUtilize GIS and local government offices to locate ownership, property records, and tax informationPerform demographic analysis as requested by our clients, including locating potential "hot spots."Create materials for Real Estate Committee (REC) packages with aerials, market maps, demographics, drivetime zone maps, distance maps, and any other information requiredAssemble books for market tours, including market maps, contact brokers for property brochures, interface with Chambers of Commerce and Economic Development CommitteesManipulate site plans, aerials, and other maps and documents in Photoshop Elements, Microsoft Publisher, and Snagit for Leases, Committee Review, Exhibits, and Broker ResearchUnder the broker's guidance, assist in obtaining items required to close deals, including subdivision maps, permits, environmental reports, engineering reports, etc., and interface directly with vendors to obtain these items.Manage commission invoicing with accuracy and confidentialityMaintain Real Estate Licensing for all Brokers at The Keith CorporationGather all retail listing information and provide it to the Marketing department for placement in external commercial databasesAdvise the Marketing department of new listing signage needs and provide relevant location and signage information.Maintain a neat and orderly work area.Planning, preparation, setup, and cleanup of internal and external retail broker meetings, luncheons, etc. Provide meeting support to other teams as neededCalendar management for multiple brokersAssist with the year-end budget for the retail departmentPrepare expense reports for the retail departmentDevelop and maintain a positive working relationship with personnel on all levels, both within the company and with clients.Other FunctionsDevelop and maintain contact lists, client lists, prospect lists, etc.Assist brokers in creating prospect listsPerform database searches for retail brokers as requested and in the format requested.Manage any errands the retail brokers require (e.g., picking up blueprints, color copies, making deliveries, etc.)Arrange for travel, hotel, and car reservationsMaintain membership records of various Broker affiliations, including ICSC, CCIM, etc.Occasionally provide backup support to the Receptionist as neededAssist brokers with personal errands & appointmentsCompetenciesStrong interpersonal and problem-solving skillsExcellent verbal/written communication and presentation skillsProven record of providing excellent customer serviceHighly organized, detail-oriented, ability to multi-task, and exceptional time management skillsDetermine priorities based on urgency and various deadlinesAbility to assess workplace challenges and develop creative solutionsTechnical SkillsHigh proficiency in MS applications, including Outlook, Word, Excel, and PowerPointProficient in Publisher, Internet Research, Costar, Zipforms, and Mapping Software. (Photoshop Elements and Google Earth a Plus)Knowledge, Skills, AbilitiesAssociate degree (required)Bachelor's degree (preferred)Possess or be willing to obtain a notary commission certificate5+ years of experience as a processing assistant or administrative assistant with similar dutiesValid driver's license (required)Familiar with standard concepts, practices, and procedures within the field of commercial real estatePosition Type / Expected Hours of WorkThis is a full-time, exempt position with working hours Monday through Friday. Some overtime, holidays, or weekends may be requiredTravelOccasional travel may be required for this position.Supervisory ResponsibilitiesThis position has no supervisory responsibilities.Work EnvironmentThis job operates in a professional office environment, which requires you to be onsite.Physical DemandsThe physical demands described here are representative of those that must be met by an employee to perform the essential functions of this job successfully.While performing the duties of this job, the employee is regularly required, but not limited to, talk, see, feel, hear effectively, kneel, bend, squat, stand, walk, climb a ladder or stairs, and the ability to pick up or carry up to 50 lbs. The employee is frequently required to sit or stand for an eight-hour shift in front of a computer and use hands to handle and reach.Other DutiesPlease note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time, with or without notice.EEO StatementThe Keith Corporation provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics. In addition to federal law requirements, The Keith Corporation complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.The Keith Corporation expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of The Keith Corporation's employees to perform their job duties may result in discipline up to and including discharge.