Overview
Assistant Field Office Manager (Phoenix, AZ) – Austin Commercial Jobs in Phoenix, AZ at Austin Commercial
At Hudson Pacific Properties, we provide best-in-class office space to the biggest names in tech and media (Netflix & Amazon) and we’re seeking an Executive Assistant to provide high-level administrative and executive support for both the EVP, General Counsel and Chief People Officer while practicing discretion and confidentiality.
We are looking for someone who can prioritize multiple and often conflicting deadlines, commitments, and projects. Work proactively and independently to anticipate the needs of the Legal and People & Culture departments. Implement and streamline office procedures; maintain files; perform all other required office tasks, including processing invoices and expenses, managing meeting schedules and securing travel arrangements. Work closely with the Executives to anticipate needs and follow specific instructions without difficulty. In Executive’s absence, take initiative and work independently with little direct input.
What You’ll Do
Coordinate a busy master calendar requiring interaction with both internal and external Executives and assistants to schedule appointments and various meetings.
Responsible for organizing and coordinating all meetings and events, including assessing priority, reserving location, arranging for hospitality and catering, greeting guests, attending meetings and taking notes, and providing necessary summaries and follow-through on action items after meetings.
Manage and provide administrative support on projects and initiatives, including researching, compiling and preparing legal and People & Culture reports, developing and implementing plans, coordinating efforts, maintaining systems, tracking progress, facilitating communication, and actively following up on action items and deliverables.
Perform all administrative duties required to maintain and ensure effectiveness and efficiency, including streamlining office procedures, preparing expense reports, ordering supplies, coordinating shipment of materials, establishing and maintaining organized files.
Review all Legal and People & Culture invoices for accuracy and ensure proper back-up documentation and coding. Submit invoices in the system for timely processing.
Timely screen, sort, and respond as appropriate to telephone, written, and email communication.
Coordinate all international and domestic travel itineraries, including flight, hotel, restaurant, car service, and car rental arrangements; prepare all related travel documents, detailed itineraries, and expense reports; and coordinate all other materials related to travel, including conference documents and agendas, PowerPoint presentations, etc. Manage awareness of all travel plans and respond immediately to changes or issues that arise.
Assist in strategizing and prioritizing daily and long-range activities to ensure workflow among a wide variety of programmatic and administrative responsibilities.
Work with the Executives on identifying, strategizing, prioritizing, and initiating special projects as needed.
Provide back-up support for office receptionists and other Executive Assistants.
Represent the Executives to both internal staff and external clients in a manner that is consistently positive, professional, knowledgeable, discrete, tactful, poised, and efficient.
Offer additional support for the administrative staff and other departments as needed.
Miscellaneous duties as assigned.
What You’ll Need
Bachelor’s Degree required.
Minimum 5-10 years working as an executive assistant to high-level Executives with demonstrated office / administrative skills and abilities.
Excellent computer literacy and demonstrated skill with MS Windows, Word, Excel and PowerPoint. Advanced proficiency in creating charts, graphs, table formatting and mail merge functions.
Polished professional demeanor, exemplary communication skills, including oral, written, and editing/proofreading.
High level of interpersonal skills including, ability to adapt quickly, stay composed under pressure and anticipate needs.
Highly organized, efficient, and attentive to detail, with excellent follow-up skills.
Organized and skilled with, defining tasks, setting priorities, working independently and following through on all assignments with minimal direction.
Proven ability to prioritize and manage multiple workstreams and deadlines at one time.
Adept at flexing with fluctuating and dynamic schedules and providing deliverables with minimal advance notice.
Ability to discreetly and tactfully recognize and handle sensitive and confidential information, always demonstrating poise and diplomacy.
Self-starter who is resourceful, proactive, solutions-oriented and motivated to perform and excel in areas of responsibility.
Team oriented with ability to collaborate with various personalities at all levels of the organization.
Salary Range: $40.00 to $55.00 Hourly USD (subject to relevant experience).
About Us
Hudson Pacific Properties (NYSE: HPP) is a real estate investment trust serving dynamic tech and media tenants in global epicenters for these synergistic, converging, and secular growth industries. Hudson Pacific’s unique and high-barrier tech and media focus leverages a full-service, end-to-end value creation platform forged through deep strategic relationships and niche expertise across identifying, acquiring, transforming, and developing properties into world-class amenitized, collaborative, and sustainable office and studio space.
Hudson Pacific Properties is proud to be an Equal Opportunity/Affirmative Action employer. Individuals seeking employment are considered without regards to race, ethnicity, color, creed, religion, sex, sexual orientation, marital status, age, disability, gender identity or expression, genetic information, national origin, protected veteran status or any other classification protected by law.
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Title: Assistant Field Office Manager (Phoenix, AZ) – Austin Commercial
Company: Austin Commercial
Location: Phoenix, AZ
