Administrative Assistant

ABOUT SAVILLS

At Savills, we help organizations find the solutions that ensure employee success. Sharply skilled and fiercely dedicated, our integrated teams of consultants and brokers are experts in better real estate. With services in tenant representation, capital markets, project management, workforce/incentives and workplace strategy/occupant experience, we’ve boosted the potential of workplaces around the corner, and around the world, for 160 years and counting.

Savills is looking for an Administrative Assistant in our New York office that reports to the Senior Vice President of Human Resources. The ideal candidate is mission-driven, action-oriented and able to thrive in a growing and fast paced environment. The role will leverage administrative and technical skills to provide support to the Finance, Human Resources and Legal teams.

KEY DUTIES AND RESPONSIBILTIES

• Drafts confidential correspondence, edits documents, and performs other administrative duties.
• Processes NDA’s and Subpoenas for the legal team.
• Creates, maintains, and/or updates various databases. Extrapolates, analyzes, and presents data for management information reporting purposes.
• Serves as a liaison between executives, internal management, employees, clients, and visitors as required.
• Reviews incoming correspondence via paper or email, lead initiative to determine appropriate action required. Leads and monitors issues for appropriate follow up.
• Takes independent action on handling requests; determines the appropriate course of action, intervenes where necessary, and acts as a liaison between departments.
• Performs independent research and prepares information for special projects as assigned.
• Coordinate on/offsite meetings including scheduling appointments, keeping calendars and arranging travel itineraries and meeting room reservations.
• Perform accounting functions which may include preparation of expense reports, billings and invoices.
• Maintain, schedule and set-up conference room in preparation of broker/client meetings, lunches, training or special events.
• Complete additional duties and responsibilities as assigned.

QUALIFICATIONS

• Minimum of 1-2 years of paralegal experience.
• Consistently demonstrate a high level of performance and professionalism
• Ability to multi-task and meet deadlines in a high-pressure environment
• Excellent verbal and written communication skills
• Maintain discretion and exhibit sound decision making skills
• Exhibit a high level of attention to detail
• Strong work ethic and positive attitude
• Advanced knowledge of Microsoft Office Suite (i.e. word, excel and power point)
• Working knowledge of Adobe InDesign/Illustrator or graphics knowledge a plus
• Ability to adapt to company specific software
• Excellent organizational and time management skills; ability to multi-task and prioritize workload under pressure
• Self-starter who works independently and thinks proactively and strategically

PREFERRED EDUCATION AND EXPERIENCE

• Minimum 3 years of related office experience in support of a senior executive or team of executives. (Real Estate or Professional Services industry experience a plus)
• Bachelor’s Degree preferred and or equivalent combination of education and experience

Savills values a diverse work environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity or expression, sexual orientation, national origin, genetic information, disability, age, veteran status, or any other protected characteristic.

Savills participates in the E-Verify program.