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  Maintains executive's workflow; keeps them apprised of matters relevant to executive

• Coordinates meetings, including management events (as applicable), with the responsibility

• Facilitates internal and external communication, including screening of incoming phone calls and regular interaction with both internal and external audiences.
• Assists with the preparation and distribution of presentations, documents, reports, and other materials as needed, producing consistent, accurate, and professional products.
• Composes or edits confidential correspondence, memorandum, spreadsheets, reports, and other complex documents for distribution both internally and externally; assists with the material transfer, intellectual property, consulting, and confidentiality agreements.
• Assists with the creation of meeting materials such as presentations and preparation of board packages. Accurately proofreads, formats as required, and meets submission deadlines.
• Maintains filing systems, ensuring records are kept in an organized and readily accessible manner.
• Contributing member of the Administrative Team; provides backup administrative support for others as needed; participates in various administrative/research team projects within the organization.
• Handles personal and confidential matters - letters, sensitive personnel data, contracts, etc.
• Proactively identifies areas to gain efficiencies and improve processes and/or procedures.
• Acts as a liaison between and on behalf of principals with clients, vendors, and internal management and staff.
• Exercising independent judgment for financial commitments within budget authorized; carrying out other special projects.
• Maintains executive calendars by scheduling meetings, confirming attendance of events, making or canceling reservations and follow-ups
• Maintains executives’ contacts.
• Books travel (airfare, lodge, car rental and etc.) for executive’s business or personal travel.
• Reconciles company AMEX credit card
• Prepares expense reports for reimbursement
• Troubleshoots office devices that need minor attention or contact IT for assistance with major issues
• Maintains scheduling of the company’s conference room for weekly, monthly, and yearly events
• Orders office supplies online or purchases them with petty cash
• Screens incoming phone calls to the corporate office and routes the calls appropriately
• Greets incoming clients, customers, prospects, employees, applicants, vendors, and others that enter the office and assist with questions or requests
• Sorts and distributes mail on a daily basis
• Prepares mail or FedEx deliveries for the office and schedules pickups if necessary or travels to the post office for special deliveries
• Maintains petty cash account (which includes logging receipts and reconciling funds on a regular basis)
• Purchases, invoices, and distributes uniforms, business cards, name badges, personal stationery, and other employee items
• Orders occasional items on behalf of the executives and the company, including and not limited to; funeral flowers, birthday presents, wedding gifts, get-well gifts, and other miscellaneous items.
• Communicates with cleaning staff regarding special requests needed for the office or with any questions they have regarding payroll
• Maintains office break room by restocking paper supplies, coffee, and cutlery via monthly trips to wholesale and grocery stores
• Maintains company lockbox
• Maintains and updates company Holiday Gift list with companies’ contacts and current addresses annually
• Maintains holiday gift receipt list to send out thank you cards to all senders annually
• Contacts other employees with assignments, comments, or other reasons on behalf of the executives
• Orders lunch for company meetings or other company functions (e.g., Variance Meetings…)
• Supervises and maintains filing system protocol for APM rental properties, Advisory Services, and Development.
• Maintains office building elevator permits/fire permits. Coordinating annual inspections and application processes.

Atlantic | Pacific Companies is a fourth-generation real estate company with expertise in acquisitions, development, property management, and investments. With offices in Florida, Georgia, Texas, and California, our team utilizes decades of experience and thorough marketplace knowledge to develop and manage a wide array of properties across the country. Our associates specialize in both established and growing marketplaces. We treat every investment with a disciplined approach that creates significant and sustainable value for our clients.