Executive Assistant & Office Manager

Description

Asana Partners is a retail real estate investment firm creating value in vibrant neighborhoods by leveraging vertically integrated capabilities and retail expertise. With more than $7 billion of neighborhood assets under management, the firm is active in growth markets throughout the United States and is driven to make a positive impact within communities.

Our distinctive company culture is the key to our success. We recruit high-performing, ambitious individuals who are entrepreneurial and eager to maximize their potential in a team environment. We value relationship building – both internally and externally – and view it as the foundation for creating value for our neighborhoods and generating strong results for our investors. Asana Partners is known for our proven, strategic approach; our sophisticated, collaborative team; and our high-quality portfolio. With offices in Charlotte, Atlanta, Boston, Columbia, Denver, Los Angeles, and New York, we were founded to be a firm that would provide career-long opportunities for our people and a long-term partner for our investors.

For additional information, visit www.asanapartners.com or follow @asanapartners.

Responsibilities

The Executive Assistant & Office Manager is a dual role combining Executive Assistant responsibilities with Office Manager duties for our Atlanta office. As Executive Assistant, this position will support one of the Managing Partners in both professional and personal capacities, including the business activities of the Managing Partner’s Family Office and its General Manager. As Office Manager, the role oversees the day-to-day operations of the Atlanta office, supporting a small, cross-organizational team. The ideal candidate will be a proactive self-starter, highly organized, detail oriented and will have executive assistant / office manager experience in a fast-paced environment. Duties include:

• Manage Managing Partners calendar, including scheduling meetings, conferences, and board commitments
• Transcribe Managing Partners brief notes, outlines, or verbal directions into polished, professional correspondence that maintains their voice and intent
• Draft, edit, and finalize emails, letters, and other communications based on Managing Partners guidance while ensuring appropriate tone and messaging for different audiences
• Prepare meeting materials, reports, presentations, and briefing documents for Managing Partners review
• Handle all business travel arrangements including flights, accommodations, ground transportation, and detailed itineraries
• Manage incoming communication across multiple channels (email, phone, text) and respond appropriately on Managing Partners behalf
• Maintain a highly organized electronic document management system using standardized naming conventions
• Process expense reports and maintain organized documentation of all business-related expenditures
• Coordinate with other executive assistants, business partners, and stakeholders to ensure smooth communication and execution of business matters
• Oversee daily operations of the Atlanta office, ensuring a professional and efficient work environment
• Arrange and execute on the preparation of all Atlanta office meetings and events
• Greet and welcome visitors
• Manage office supplies and restock as needed, including paper products and food and beverage supplies
• Support cross-organizational team members with administrative needs including assistance with printed materials and delivering and receiving mail
• Coordinate with building management and maintain office safety and security protocols
• Implement and maintain office policies and procedures
• Manage office budget and track expenses
• Notarize legal documents
• Prepare overnight labels and certified mailings and track certified receipts
  
  

Requirements

• 7+ years of executive assistant experience, with at least 3 years supporting C-level executives
• Previous administrative experience in finance or commercial real estate preferred
• Strong knowledge of utilizing Concur, Outlook, Word, Power point and Excel
• Comfortable using Dropbox and other cloud-based tools
• Excellent interpersonal skills
• Strong written and verbal communication skills
• Demonstrated professionalism
• Demonstrated ability to perform in a fast-paced environment
• Demonstrated ability to keep self and others organized
• Detail oriented with a strong attention to detail and a passion for quality
• Exceptional problem-solving skills and tenacious work ethic
• Excellent time management, organization, and multi-tasking
• Public Notary preferred
  
  

Education

Bachelor's Degree Required

Travel

Minimal