Regency Centers is looking for an experienced Executive Assistant/Office Manager to join our Tampa, Florida regional office. The Executive Assistant/Office Manager will provide a variety of diversified and confidential administrative and support services to the Sr. Vice President – Sr. Market Officer and Leasing Agent to ensure maximum efficiency of daily administrative operations. This role will also be responsible drafting leasing documents and contracts as well as providing general support to the leasing and development functions.
Key Responsibilities
- Oversee administration processes to ensure smooth daily operations, and provide administrative support such as word processing, filing, copying, faxing, travel arrangements, scheduling appointments, ordering supplies, time-sheets and updating personal electronic devices according to business needs.
- Process contracts, vendor agreements and/or leases to ensure that they are properly assembled and distributed to appropriate parties, and handle accounting-related responsibilities such as expense reports, check requests, invoice processing, etc.
- Serve as assistant for leasing by preparing all lease documents (e.g. drafting, formatting), modifications, proposals, and correspondence; interpret leases and related documents; collaborate with Legal department to ensure such documents are completed correctly.
- Operate personal computer and utilize a variety of software packages to prepare correspondence, presentations for high-level business meetings, reports, spreadsheets, etc.
- Answer and field incoming telephone calls, interact with high-level personnel and respond to inquiries from internal and external customers.
- Serve as a liaison to Human Resources to implement corporate communications, office-wide updates to the company, and employee on/off-boarding.
- Prepare annual office budgets; monitor variance budget reports to ensure expenses remain in budget.
- Work on special projects/assignments as designated during the year.
Qualifications
Required:
- Associate’s Degree in Business Administration, Communications, Office Management or related field from an accredited university
- At least five (5) years of experience as an executive assistant/secretary to top management
- Advanced level proficiency with Microsoft Office products including MS Word, Excel, Power Point and Outlook, as well as e-mail and Internet functionality and ability to quickly learn new systems
Preferred:
- Bachelor’s Degree in Business Administration, Office Management or related field
- Prior experience in the commercial real estate industry, specifically in retail
- Prior experience with real estate contract and/or lease documentation
- Prior experience as a paralegal, legal assistant, or contracts administrator helpful
Personal Characteristics
- High level of professionalism and integrity; must be trustworthy and able to handle confidential and proprietary information appropriately
- Strong attention to detail and organization, with the ability to prioritize and manage time/tasks effectively
- Capable of precise verbal and written communication with all levels of internal and external customers, even when under time constraints
- Must have good customer and task focus coupled with interpersonal savvy
- Must have a high energy level with a positive, upbeat attitude and enjoy interacting with people
- Must be a proactive and capable problem-solver, working to anticipate the needs of others
- Able to work at times with minimal supervision in a fast-paced, dynamic, team environment
Benefits:
We recognize people as our most valuable asset. Our competitive compensation and benefits package includes a 401(k) profit sharing plan with company match, medical insurance with prescription drug coverage, dental insurance including coverage for orthodontics, vision insurance, an incentive-based wellness program, flexible spending accounts, paid parental leave and compassion leave, company-paid short-term and long-term disability insurance, company-paid life insurance, educational assistance, matching charitable gifts, flexible paid time off, and paid holidays.
- Regency Centers is an equal opportunity employer. Qualified applicants will receive consideration without regard to age, race, color, religion, sex, gender identity, sexual orientation, disability, national origin, or protected veteran status. Applicants are encouraged to confidentially self-identify when applying. Employment is contingent upon successful completion of background investigation. Regency Centers is a smoke-free and drug-free workplace. Pre-employment drug screening is required. No recruiters or agencies without a previously signed contract. Only candidates whose profiles closely match requirements will be contacted during this search.
