Administrative Assistant

Tishman Speyer creates vibrant destinations and dynamic environments that inspire innovation and connected communities. As a diversified developer, operator, and investment manager of top-tier real estate in 33 markets across the globe, our business choices are driven by the belief that real estate should unlock human potential. Tishman Speyer’s diversified portfolio spans market rate and affordable residential communities, premier office properties and retail spaces, industrial facilities, and mixed-use campuses. We create state-of-the-art life science centers through our Breakthrough Properties joint venture, and foster innovation through our strategic proptech investments. By combining global perspective with local expertise, and a personalized approach, we are able to anticipate our customers’ evolving needs. We were the first real estate company to introduce asset-wide amenity services through our ZO platform, and the first traditional real estate company to create its own flexible space and coworking brand, Studio.

Since our founding in 1978, Tishman Speyer has acquired, developed, and operated 522 properties, totaling 218 million square feet, with a combined value of over $129 billion (U.S.). Tishman Speyer currently has approximately $68 billion in assets under management, including iconic properties such as Rockefeller Center in New York City, The Springs in Shanghai, TaunusTurm in Frankfurt, and Mission Rock in San Francisco.

Summary of the Position:

The Corporate Property Management Coordinator will support the Global Property Management team including the Global Head of Property Management (based in Chicago), Head of Operations and Engineering (based in NY), and Global Head of Security (based in DC) from our Rockefeller Center office. The responsibilities will consist primarily of coordinating the calendars, travel schedules and expenses for the three executives, keeping departmental data up to date and organized, and assisting in departmental projects.

Key Responsibilities:

• Calendar management for three executives, scheduling meetings with regional and global PM teams as well as external meetings and lunches

• Schedule and plan internal team events, confirm attendance, book event space, and arrange food when necessary

• Organize domestic and international travel arrangements for three executives who travel regularly

• Process executives’ expense reports for reimbursement from travel within a timely manner

• Create meeting agendas on a bi-weekly basis and record meeting minutes to circulate to regional teams

• Process and track departmental invoices on a recurring basis for global security and hospitality programs, as well as third party expenses

• Maintain organizational charts and distribution lists for a global department of approximately 200+ employees

• Maintain database of building information for growing portfolio of 80+ assets

• Act as a liaison for Property Management/Hospitality teams for both general inquiries and onboarding support

• Work closely with vendors and coordinate on-going trainings of their programs for Property Management office team members

• Act as a Full User Administrator on the Security’s Emergency Notification Database to offer trouble shooting support, training coordination, and vendor communication

• Assist Global Property Management team with ad-hoc projects as needed

• Work on Hospitality and Engineering Initiatives to accomplish department goals

• Minimal personal assistance

Skills & Qualifications:

• Bachelor’s degree

• 3-5 years of experience in administrative role

• Strong attention to detail and organization

• Must be able to work well in a fast-paced environment

• Strong oral and written communication skills

• Ability to read, to analyze, and interpret routine and non-routine documents (e.g. contracts and other legal documents)

• Demonstrates sound and accurate judgment

• Proficiency in word processing, spreadsheet, scheduling, and project management programs

The base compensation range for this role is $70,000 - $75,000. This role is also eligible for a discretionary annual bonus, as well as access to our comprehensive medical, dental, and vision insurance, life and disability insurance, 401(k) plan (with matching contributions), wellness benefits and all other benefits afforded to full-time Tishman Speyer e