Administrative Assistant in Scottsdale, Arizona at HARVARD INVESTMENTS INC

Work Location: Onsite at the Scottsdale Office 5 Days per Week

FLSA Status: Non-Exempt

Employment Status: Full Time

Reports To: Office Manager

Supervises Others: None

General Description of the Role:

The Administrative Assistant supports Key Executives within Harvard and supports the Office Manager in the daily operation of the Scottsdale office. This role provides critical support to various employees and supports overall office productivity, safety, and efficiency.

Company Overview:

Welcome to Harvard Investments Inc. (“Harvard”), a company built on core values of integrity, positive attitude, self-starting, and problem solving! Headquartered in Scottsdale, Arizona, Harvard specializes in master-planned residential development ranging from exclusive golf course communities to projects centered on single-family production housing. Other projects in the Company’s portfolio include multi-family properties, industrial parks, and office buildings.

We are committed to providing each employee with every available opportunity to succeed. Our Company offers strong leadership, dedicated resources, and exciting challenges. We believe in an environment where people work together with mutual trust and a spirit of cooperation.

What You’ll Do in this Role:

Office Operations

· Manage the front desk at the Scottsdale office, ensuring proper building security and customer service needs of office visitors are met.

· Process all incoming and outgoing mail, distributing mail to individuals as needed.

· Ensure all meeting room technology is turned on and working at the start of each day and turning off/closing each meeting room at the end of each day.

· Ensure all meeting rooms are stocked with the appropriate materials, including beverages, pens, etc.

· Oversee the Harvard Office Team Calendar in Outlook, serving as a subject matter expert on the use of this shared calendar.

· Assist the Office Manager in ensuring all breakroom spaces are clean and stocked as needed.

· Notarize documents on behalf of Harvard as needed.

· Support the Office Manager in the management of SharePoint sites, document retention and other IT needs.

Event Coordination

· Support company events as requested, including managing event spaces, technology for meetings, meals for the events, and any collateral needed.

· Ensure event budget is adhered to, working alongside the accounting department for timely invoice processing as needed.

Executive Support

· Serve as primary executive support for key executives.

· Manage and organize schedules and appointments for key executives, ensuring time is used efficiently.

· Manage executive expense reporting for key executives, including mileage reporting and company credit card reconciliation.

· Manage travel arrangements, event registrations, and meal reservations during travel for key executives.

· Create, proofread and edit communications on behalf of key executives.

· High School Diploma and 1+ year of administrative support experience.

· Possess a notary license or ability to obtain one within first 60 days.

· Strong attention to detail.

· Ability to juggle multiple priorities at one time while still maintaining deadlines.

· Ability and willingness to learn new technologies, and a basic working knowledge of office technology.

· Ability to communicate in English, both verbally and in writing, with all levels of people.

· Openness to consider new ideas when solving problems that may arise.