Administrative Assistant

Administrative Assistant

Charlotte, NC

Eastdil Secured is the largest independent commercial real estate investment bank in the world, by volume, with nearly $3 trillion in completed transactions over the past 15 years. We uniquely combine commercial real estate and capital markets expertise to provide clients with advisory services and investment strategies for all major markets, transaction types, and asset classes. As a privately held firm with significant employee investment, we thrive on our intelligence-driven team, state-of-the-art technology, and collaboration across 21 offices and 3 continents. Our collective experience, expertise, and resources provide us with the ability to successfully execute the world’s most impactful transactions in the capital markets.

This position is a full-time, in-person, role in our Charlotte office. An Administrative Assistant with Eastdil Secured performs a broad variety of administrative tasks in a fast-paced work environment. This role provides office support to the Charlotte office along with administrative assistance for the Charlotte Compliance Team. Teamwork is integral to this role and the ability to work well with all levels of internal team members as well as outside clients and vendors is required.

Essential Functions

• Assist Eastdil Secured Charlotte office with administrative duties as necessary and ensure that office is operating smoothly
• Maintain conference rooms and meeting calendars
• Help manage office shipments and mail (packaging, sending, receiving, distributing)
• Prepare for and greet clients, visitors, and vendors on arrival/provide refreshments as necessary
• Manage office supply and snack inventory and place weekly orders
• Maintain office equipment and supplies
• Perform facilities and tech related duties and help resolve any issues
• Assist with new hire onboarding, as needed (set up desks and phones)
• Assist with office meal orders and delivery along with planning other meetings as requested
• Assist with internal and external event coordination as necessary
• Some off-hour availability (overtime) may be required
• Handle travel and expense processing for the Charlotte Compliance Team
• Manage recordkeeping of Financial Industry Regulatory Authority (FINRA) database and maintenance of CRD/Global Relay (FINRA system of record)
• Assist with processing on/off boarding of employees and contractors, as needed
• Schedule appointments, video calls and managing logistics for meetings
• Liaise with various teams: Administrative, Office Coordinators, Facilities, Production, Technology
• Book and manage travel itineraries for the Charlotte Compliance Team
• Track corporate card charges, collect receipts, and process monthly expense reports for multiple team members

Education and Qualifications

• Bachelor’s Degree, preferred
• 1-2+ years of experience in a corporate environment working as Administrative Assistant or other relevant work experience

Experience, Skills and Competencies Required

• Positive and professional attitude with the ability to self-motivate
• High degree of energy and careful attention to detail and accuracy
• Handle confidential information with diplomacy and discretion
• Excellent organizational and time-management skills, with the ability to prioritize workload, multitask and work under pressure to meet deadlines in a fast-paced work environment.
• Strong sense of initiative and a process-improvement mindset.
• Experience coordinating complex calendars & managing expenses for multiple team members
• Tech-savvy and excellent computer skills. Proficient in MS Office (Outlook, Excel, Word, and PowerPoint), Microsoft TEAMS and Zoom.
• Familiarity with both PC and Apple devices.
• Concur expense management and travel booking experience a plus
• Occasionally move and transport boxes up to 25 pounds

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Eastdil Secured will not sponsor visas for these positions and will not hire individuals whose work eligibility is based on their F-1 or other student visa status. Candidates must be able to work in the United States on a permanent basis.