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The Executive Assistant is responsible for providing administrative support to the President on completion of projects, understanding the contractual obligations of the companies and their compliance with those obligations, has a general knowledge of all divisions, can review and summarize documents.  The role also supports the CEO/Chairman, and the Executive Director team at the highest level.  This support involves top level management decisions and exposure to highly sensitive information that must be kept confidential.  The role will support executive leadership while also providing specialized assistance in real estate functions.  The Executive Assistant shall  have good judgement, tact, and discretion while providing relational leadership that extends hospitality and personal interest in team members, partners, vendors, and family members that in turn creates opportunities for improved communications, efficiencies, and teamwork. 

Bosselman has many benefits to offer you that you will not find anywhere else like:

• Paid vacation
• 401K and matching contributions
• Health, dental and vision insurance
• Short and long term disability insurance
• Life insurance
• A clearly defined path for growth
• On-demand pay with PayActiv (access to earned but not yet paid wages)
• And much more!

Bosselman offers on-demand pay (access to earned but not yet paid wages) through:

• Projects a professional image and appearance, maintains a positive attitude of hospitality toward the company and its team members.
• Provides competent and friendly customer service for guests, vendors and customers.
• Reports for work at the Bosselman corporate office in a timely manner when scheduled. 
• Supports President, Corporate Counsel, CEO/Chairman, and Executive Director team and communicates priorities while staying on task to ensure completion of projects.
• Manages documentation of agreements, leases, contracts and all business paperwork as directed.
• Manages master calendar entries along with determining reminder dates and organizing work around those dates and ensures that important dates are not missed.
• Receives, reviews, and analyzes documents, summarizing content for Senior Executives. Tasks include completing contract review forms, providing copies of prior agreements, and highlighting key negotiated terms.
• Regularly and efficiently communicates with all parties involved in a project (i.e. sponsor, stakeholders, team members, etc.).
• Disseminates information to the proper division/department and schedules meetings with key stakeholders to ensure progress of deliverables is met.
• Ensures contract obligations are fulfilled and works with the internal team to communicate terms and conditions to ensure compliance.
• Administers document management system and traditional paper files including property files, contracts and environmental reporting. Trains new users of the document management system.
• Administers corporate credit card system and trains new users.
• Professionally represents the company by providing prompt, efficient and courteous telephone service which includes monitoring executives calls and voicemails.
• Manages the permits and licenses and facilitates a bi-annual review with the corporate team.  Personally responsible for the renewal of liquor licenses.
• Coordinates memorials, wedding gifts and other recognition for all retail Bosselman Companies
• Manages travel arrangements for office staff, including booking flights, hotels, transportation, and other travel-related services. Ensures all arrangements align with company policies and budget requirements.

Functions related to Real Estate:

• Negotiates all terms of a lease contract or purchase/sale agreement with prospective landlords/tenants, owner/purchaser, while working closely with the Legal team to edit lease’s and purchase/sale agreements.
• Sends lease renewal or termination notices according to the terms of the Agreements as directed.
• Monitors all leasing activity to ensure maximum occupancy and income, and manages the tenement process, including providing tenants with move-in information packets, and conducting credit checks for all potential tenants.
• Renders assistance during acquisition and disposition of properties.
• Works with the Director of Construction on tenant issues. Reviews plans and understands location building codes and compliance with building codes, zoning.
• Attends meetings for any changes to Bosselman property, impact studies, changes to codes or zoning, changes to neighboring property that could impact company property, report and respond to any governmental authority taking or easement requests, and compliance with the terms of those agreements.
• Evaluates increases in property taxes to determine if contesting is warranted; pursues reductions and coordinates the appropriate reports and/or evidence to succeed in reducing property taxes.

 Additional Job Duties:

• Assists with other duties, as assigned.

Supervisory Responsibilities:

• This job has no supervisory responsibilities.

Education and/or Experience (include certs or licenses needed):

• Bachelor’s degree preferred or equivalent combination of education, experience, and training
• Three to five years of administrative office management experience, preferred.
• Three to five years of Real Estate transactions.

Minimum Qualifications:

• Highly organized with a record of prioritizing multiple projects and meeting deadlines.
• Must have exceptional communication skills both verbally and in writing.  
• Must demonstrate a high level of professionalism and the ability to maintain strict confidentiality with sensitive information.
• Proficient in MS Office Suite.
• Proficient in Adobe Acrobat.
• Must have strong interpersonal skills while working in a team environment.
• Excellent problem-solving skills are required.
• Must be able to communicate in English
• Ability to work independently and exercise good judgement.
• Able and willing to deliver friendly, courteous, and prompt customer service.
• Able and willing to work cooperatively with other team members.
• Able to work at the Bosselman Corporate Offices.

Physical Requirements:  The physical demands described here are representative of those that must be met by the Executive Assistant to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential functions, provided such accommodations do not create an undue hardship for the Company.

• The employee must occasionally lift and/or move up to 40 lbs., while performing the duties of this job, the employee is required to sit for long periods of time and occasionally stand, walk, use hands and fingers, handle or feel, reach with hands and arms, climb or balance, stoop, kneel, crouch or crawl, talk and hear.
• Physical attendance at the primary work location is required.