Administrative Assistant

Location

San Francisco - 685 Market Street, Suite 500

Business

At Brookfield Properties, our global network and relationships are here for our tenants and partners — wherever they are in the world. Where going to work never feels routine. We integrate commercial real estate with world-class shops, restaurants, and entertainment, creating spaces where work and play don’t just coexist, but thrive. If you’re ready to be a part of our team, we encourage you to apply.

Job Description

We Are Brookfield Properties:

At Brookfield Properties, our success starts with our people. People like you. Brookfield Properties develops and operates real estate investments on behalf of Brookfield Asset Management — one of the largest alternative asset managers in the world. From office to retail, logistics to multifamily, and hospitality to development, we work across sectors to bring high-quality, sustainable real estate to life around the globe every day.

We are seeking an in-person, San Francisco-based Administrative Assistant to support the Executive team for the Western Region who will report to the EVP of Asset Management. This individual will manage the calendars and travel of the EVP directly and calendar meetings for the collective Asset Management team. Additionally, they will take charge of document management for leases, amendments, and more for the broader Asset Management team. This position will have a mix of fast-paced and diverse work as well as more administrative tasks. No matter what the assignment is, it is crucial that you be highly detail oriented and accurate. The ideal candidate is an exceptional listener and task manager; they are polished, proactive, and assertive. They anticipate the needs of the Executive team, they’re confident asking clarifying questions when needed, and they are willing to roll up their sleeves to take care of what needs to be done that day.

Role & Responsibilities:

• Provide prompt and responsive email and calendar requests for the Executive Team
• Provide proactive and thoughtful calendar management for the executive team including managing daily, monthly and quarterly meetings
• Prepare materials for various meetings and provide follow-up support as needed
• Coordinate travel (including flights, hotels, ground transportation, etc.) and provide itineraries for the EVP
• Research and coordinate logistics for senior management meetings, including RSVPs, flight details, accommodations, transportation, meals/reservations, itineraries, meeting rooms, directions, etc.
• Assist with planning and execution of in-office meetings, events/activities, varying in size and scope
• Document preparation and management using DocuSign
• Print and organize reports and records into hardcopy books/binders for the EVP’s easy reading and reference
• Administer digital file system, maintaining the organization of the system
• Serve as main point of contact for tenants and guests at the corporate office
• Answer phone calls and general email inquiries in a timely manner
• Maintain and manage office supplies and pantry items while ensuring organized shared spaces
• Handle all incoming and outgoing mail
• Organize and maintain office documents, files, and accounts (e.g., printer service agreements, Amazon Business)
• Manage Expenses for the EVP using Concur
• Track invoices and payment dates and follow up to ensure prompt payment and resolve any discrepancies
• Responsible for Office Management of regional office including ordering of supplies, visitor management, pantry and site maintenance
• Ad hoc errands and other duties as assigned

Your Qualifications:

• 1-3 years’ experience as an Administrative Assistant or similar administrative role in a corporate environment, preferably within a large global organization
• Experience with Concur, P2P, and Yardi is preferred
• Ability to work efficiently in a fast-paced environment while being able to still complete tasks with accuracy
• Strong organizational skills and highly detail oriented
• Excellent written and verbal communication skills, communicating effectively with all levels of employees including senior management as well as valued clients, stakeholders and colleagues
• Ability to multi-task and prioritize competing deadlines
• Critical thinker who works in a proactive manner and can make educated decisions on behalf of others
• Experience in exercising sensibility, discretion, and diplomacy in handling all matters, information, and relationships

Your Career @ Brookfield Properties:

At Brookfield Properties, your career progression is important to us. Our leadership team