Executive Assistant and Office Manager

Full-time - Mid Level

Solana Beach, CA

Real Estate

About the position

At Regency Centers, we believe our greatest asset is our people, and we believe a talented team from differing backgrounds and experiences makes us better. We are seeking an experienced Executive Assistant and Office Manager to join our regional office located in Solana Beach, California. The Executive Assistant and Office Manager will offer a range of diverse and confidential administrative and leasing support services to the West Region President and Chief Investment Officer, Vice President - Market Officer, Leasing Agent, and local San Diego team. This role ensures smooth daily operations, organization and departmental workflow for the office. Additionally, the position involves drafting leasing documents and contracts, along with providing general support to the leasing function.

Responsibilities

• Manage the executive's daily activities to include maintaining calendar(s), coordinate and prioritize appointments, and meetings ensuring efficient use of their time.
• Coordinate travel arrangements including booking flights, accommodations, and ground transportation for business trips and meetings.
• Handle incoming and outgoing communications on behalf of the executive, including emails, phone calls, and written correspondence.
• 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 to leasing by preparing lease documents (e.g. drafting, formatting), lease modifications, proposals, and correspondence; interpreting leases and related documents; and collaborating 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.
• Provide administrative support such as word processing, filing, copying, faxing, ordering supplies, time-sheets and updating personal electronic devices according to business needs.
• Oversee officewide organization to ensure smooth daily operations and coordinate staff events.
• 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 involving employee engagement and office operations.
• Work on special projects/assignments as designated during the year.

Requirements

• Associate's Degree in Business Administration, Office Management or related field and at least five (5) years of experience as an executive secretary/assistant to top management, to include supervisory experience.
• 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.

Nice-to-haves

• Bachelor's Degree in Business Administration, Office Management or related field.
• Prior experience in the commercial real estate industry and/or lease documentation.

Benefits

• 401(k) + Profit Sharing plan with generous company match
• 3 medical insurance plan options including 1 HSA with prescription drug coverage, telemedicine, Pharmacy Advisor, Medical Expert Option and Hinge Health (MSK)
• Dental insurance including coverage for adult & children orthodontics
• Vision insurance
• Family planning benefit with Frame Fertility
• Award winning incentive-based wellbeing program
• Health Care and Dependent Care FSA
• Paid leave programs (parental, compassion, bereavement, jury duty, and military)
• Company-paid life/AD&D and disability
• Voluntary benefits (supplemental life/AD&D, critical illness, accident, hospital indemnity, and identity theft)
• Anniversary stock grant awards
• Educational assistance
• Health Advocacy + Employee Assistance Program (EAP) and Management Assistance Program (MAP)
• Matching charitable gifts
• Flexible paid time off
• Volunteer time off
• Paid holidays
• The San Diego hiring salary range for the Executive Assistant and Office Manager position is between $75,000 and $90,000 annually.