USAA Real Estate

Executive Assistant (New York)

Job Location US-NY-New York
ID
2020-1925
# of Openings
1

Company Overview

Acquiring, developing, financing and managing quality real estate investments since 1982, USAA Real Estate provides superior returns investing across the risk spectrum, with expertise in office, industrial, multi-family, retail and hotel assets. Investing for the USAA membership and aligned with more than one hundred investment partners across the world, we maintain an “Investor First” mindset with a significant co-investment in all programs. USAA Real Estate has achieved a track record of success living up to the high standards set at USAA and sharing its culture. USAA Real Estate is headquartered in San Antonio, Texas. www.usrealco.com

Job Description

The Executive Assistant will be responsible for administrative duties for Senior Executives and members of their respective teams with occasional support across the greater Global Investor Group platform. Close coordination with the support team in the San Antonio headquarters office will also be essential. Responsibilities include maintaining schedules, travel, expenses, arranging meetings,  meeting set-up, producing meeting materials and welcoming clients. The Executive Assistant will be expected to help the teams work more efficiently and productively by assisting in maintaining complete and up to date salesforce entries, the design and preparation of customized salesforce reports, periodic research and independent projects.  As a team player, he/she will also be responsible for communicating on behalf of the Executives to internal professionals and external clients.  As such, he/she will exercise good judgement and demonstrate strong interpersonal skills.  Self-motivated, the Executive Assistant would anticipate team needs and perform well under deadlines. 

Essential Duties:

  • Manage all aspects of client meeting arrangements (calendar invites, booking room, building security, ordering food, materials printing and binding, cleanup).
  • Set up investor account profiles in salesforce populating Preqin data or data from other sources.
  • Enter meeting notes provided by team members into salesforce and link to related opportunity.
  • Provide necessary parties pre-meeting investor profiles in advance of meetings and generate and circulate periodic salesforce reporting.
  • Assist in salesforce database cleanup.
  • Manage calendars for multiple executives including scheduling meetings, arranging appointments and schedules and tracking project deadlines.
  • Participate in, and contribute to, the work of the Process Improvement Task Force
  • Coordinate domestic and international trips to include arranging /confirming of detailed business itineraries, visas, airline reservations, hotel accommodations, car rental reservations, etc. 
  • Process and track expense reports and reimbursements for the team.
  • Maintain a list of documents distributed to potential investors for each fund or investment initiative.
  • Develop presentations, emails, reports, spreadsheets, and memos on behalf of executives.
  • Interface with both internal and external professionals at every level including many senior-level partners, institutions and consultants.
  • Manage multiple project deadlines as assigned and operate using a great deal of initiative.
  • Manage conference call lines for the team including lines for international investors.
  • Receive and screen telephone calls to free the executives from unnecessary delay and detail. Take and relay messages, direct calls to appropriate persons and place calls as requested. 
  • Maintain office supplies for team, printers, toners etc. and liason with IT to resolve issues.
  • Support the daily operational and administrative needs of other or visiting members of the Global Investor Group if and when necessary.
  • Perform other essential duties as assigned

At USAA Real Estate our employees enjoy generous benefits packages including comprehensive medical, dental and vision plans, 401k, educational and professional designation assistance, business casual dress attire and much more! https://usaarealestatecareers.com/careers/benefits/  Qualified applicants must successfully complete a pre-employment background and drug screen.  The above description reflects the details considered necessary to describe the principal functions of the job and should not be construed as a detailed description of all the work requirements that may be performed in the job.

  

USAA Real Estate is an Equal Opportunity and Affirmative Action Employer of Females, Minorities, Veterans and Disabled.

Requirements

Minimum Qualifications:

  • 5+ years of Administrative Assistant experience supporting executive level management and their teams.
  • Must be polished, flexible, friendly and enjoy interacting with internal colleagues and associates and external clients.
  • Advanced proficiency in Salesforce, including page set-up, field and dropdown creation, data entry, editing and report creation.
  • Advanced proficiency in Word, Excel, Powerpoint and Outlook.
  • Effective and professional oral and written communication and strong command of the English language.
  • Attentiveness to quality of work and process improvement.
  • Qualifications may warrant placement in a different job title.

Preferred Qualifications:

  • Bachelor’s degree
  • Experience in calendaring and workflow solutions.
  • Strong organizational skills, time management skills, and attention to detail.
  • Ability to successfully manage multiple deadlines and requests simultaneously.
  • Ability to work in a fast-paced, demanding work environment.
  • Commercial real estate knowledge a plus.

 

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