Executive Assistant

Siddons-Martin Emergency Group - Houston, TX

Part-time,Full-time - Mid Level

Houston, TX

Merchant Wholesalers, Durable Goods

About the position

The Executive Assistant at Siddons Martin Emergency Group plays a crucial role in managing all administrative aspects of the company's commercial leases. This position involves maintaining lease records, coordinating with various internal departments, and ensuring compliance with lease terms. The Executive Assistant will also provide essential support to the accounting department concerning real estate matters and will be responsible for maintaining vendor and customer documentation. Additionally, this role includes overseeing the Receptionist position and assisting with reception duties as needed. In this role, the Executive Assistant will manage the day-to-day administrative requirements for all company commercial leases, ensuring that all internal departments and outside vendors are informed of relevant lease terms, including responsibilities for repairs, rent increases, and other pertinent information. The Executive Assistant will maintain a master spreadsheet covering over 50 leased properties and prepare and coordinate any applicable property permits, maintenance and contractor contracts, and other property agreements. The position requires coordination with the accounting department on real estate matters, including property taxes, lease periods, rent schedules, and other necessary information. The Executive Assistant will review annual expense reconciliations for accuracy in accordance with lease terms and serve as the primary point of contact between property owners, site personnel, and management. This role also involves being the main contact for tenants or subtenants of the company, including invoicing for rent and enforcing lease terms, as well as maintaining certificates of property insurance for both tenants and vendors. Furthermore, the Executive Assistant will provide administrative support to the accounting department, including processing vendor applications and maintaining all necessary documentation. The position also includes overseeing an Administrative Assistant and Receptionist, approving timecards and PTO requests, and preparing regular performance reviews for direct reports.

Responsibilities

• Manage the day-to-day administrative requirements for all Company commercial leases.
• Ensure all internal departments and outside vendors are apprised of relevant lease terms, such as responsibilities for repairs, rent increases, or any other pertinent information.
• Manage and maintain the master spreadsheet covering over 50 leased properties.
• Prepare and coordinate any applicable property permits, maintenance & contractor contracts, and other property agreements.
• Coordinate with the accounting department on real estate matters, including property taxes, lease periods, rent schedules, and other information as required.
• Review annual expense reconciliations for accuracy in accordance with lease terms.
• Serve as point of contact between property owners, applicable site personnel and management.
• Serve as the primary point of contact for tenants or subtenants of Company, including invoicing for rent and enforcing lease terms.
• Maintain certificates of property insurance for both tenants and vendors.
• Provide administrative support to the accounting department, including processing of vendor applications and customer information, and maintaining all necessary documentation.
• Oversee an Administrative Assistant and Receptionist positions, and assist with receptionist duties as needed.
• Approve timecards and PTO requests and prepare regular performance reviews for direct reports.

Requirements

• High School Diploma or GED Equivalent required.
• Associates or Bachelor's degree in Business Administration, Accounting, or related field preferred but not required.
• At least five years related experience and/or training; or equivalent combination of education and experience.
• Previous supervisory experience required.
• Strong follow-up skills with the ability to effectively resolve issues in a timely manner.
• Excellent written and verbal communication skills.
• Comfortably interact with individuals of all professional levels.
• Knowledge of office management procedures.
• Excellent organizational skills with attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Competent computer skills, especially MS Office (Outlook, Word, Excel, SharePoint) and other company specific programs.
• Ability to establish and maintain effective working relationships.
• Strong work ethic and team oriented.
• Exceptional customer service skills, self-motivated, and possess a positive attitude.

Benefits

• Paid training
• Health savings account
• AD&D insurance
• Health insurance
• Dental insurance
• Paid time off
• Parental leave
• Vision insurance
• 401(k) matching
• Employee stock ownership plan