Executive Assistant - Global Partner Solutions

CIM is a community-focused real estate and infrastructure owner, operator, lender, and developer. Our team of experts works together to identify and create value in real assets, benefiting the communities in which we invest. Back in 1994, our three founders focused on projects in Southern California neighborhoods. Today, we are a diverse team of 1,000+ employees with projects across the Americas. Our projects have delivered jobs; created comfortable places to live, work, and relax; and provided necessary and sustainable infrastructure. Our focus on enhancing communities is unwavering, and we strive to make an even greater impact in the years to come. Join us and make an impact today!
This position's purpose is to provide administrative support to executives in the corresponding department.

RESPONSIBILITIES:

• Manage executive calendars including but not limited to; planning and scheduling meetings, conference calls, accepting and/or declining and/or rescheduling meetings for executives and sending out meeting requests on their behalf.  Handle scheduling of business appointments.
• Create and maintain vCard database.
• Answer and screen incoming calls, take messages, send electronic messages and/or transfer priority calls to cell or personal phone, tracking and/or logging calls. 
• Make and/or coordinate travel arrangements including but not limited to; arrangements related to booking commercial flights, hotels, ground transportation and updating itineraries for both domestic and international travel as required.  Coordinating itineraries with others. 
• Prepare and edit correspondence and communications. 
• Manage the coordination of meetings including technology and refreshment set-up, preparation of meeting materials (e.g. agenda and presentation), and recording meeting minutes.
• Coordinate outgoing mail including but not limited to addressing, metering, and certified or registered mail, overnight delivery and intra-company.
• Set-up and maintain departmental and/or management files according to established criteria.
• Event planning responsibilities including but not limited to; planning corporate events, booking related travel, 
• Prepare and process expense reports. Reconcile charges to Corporate and/or business credit card(s) and review, approve, code, and process invoices related to departmental expenses including but not limited to:  setting up vendors, ensuring appropriate insurance coverage is obtained and submitted, and tracking payments to ensure timely payments.
• Maintains a high level of confidentiality with sensitive information.
• Liaise with internal staff at all levels.
• Performs other duties, including special projects, as assigned.

EDUCATION/EXPERIENCE REQUIREMENTS: (including certification, licenses, etc.)

• Bachelor’s degree and/or related experience plus a minimum of 3 years’ experience in an administrative assistant role.
• Experience with Microsoft Office including Outlook, Word, Excel, PowerPoint required.
• Experience with video conferencing software is preferred.
• Experience with document management/storage software such as Knowledge Tree required.
• Experience with accounts payable software such as Nexus Payables desirable.
• Experience with office equipment such as printers, copiers, scanners, mail metering machines.

ABOUT YOU:

• Ability to interpret documents such as contracts, agreements, documents, reports, and procedure manuals.
• Demonstration of appropriate judgment and decision making in resolving issues that arise.
• Active, contributing member in a team environment.
• Responsiveness to requests and demonstrated ownership in completing essential tasks and assignments In a timely manner.
• Professional, pleasant attitude and demeanor that positively reflects on the individual as a representative of their Principal and/or the organization they represent.
• Ability to effectively interact and communicate with all levels within the organization, external groups, and boards of directors.
• Ability to respond effectively to the most sensitive inquiries or complaints.
• Ability to complete responsibilities and projects with minimal direction/supervision.
• Ability to apply common-sense understanding to carry out instructions.
• Ability to solve practical problems.
• Ability to define problems, collect data, establish facts and draw valid conclusions.

What CIM offersCIM offers an enriched benefits program as well as a wide range of resources for eligible employees to thrive both inside and outside of work. Some of our benefits include:
• Medical, dental, and vision
• Company-subsidized Health Savings Account
• Company paid life & disability
• Pre-tax savings accounts
• 401(k) match
• Competitive