Executive Assistant

What You'll Do

• Provide administrative support to ULI’s President including managing calendars and appointments.
• Draft, review, and manage various correspondence, reports, and presentations.
• Coordinate and organize materials for various meetings including agendas and meeting notes.  
• Assemble and coordinate distribution of materials and reports for quarterly Board meetings. Maintain and update materials and documents on cloud-based Board reporting platform.
• Coordinate timeline with Dir of Accounting and assemble shareholder distributions and communications and respond to periodic shareholder information requests.
• Assist with managing ULI’s IT vendor relationship, including coordinating communications, quarterly meetings, and maintaining ULI’s schedule of computer equipment.
• Provide administrative support to the Commercial Leasing team, including creating and updating sell sheets and tour packets, creating digital tours of commercial spaces, and updating broker website listings.
• Coordinate tenant move-in gifts, and move-out walk throughs, assist when needed with tenant notices regarding construction work, and facilitate the sharing of information between the Commercial Leasing & Construction team and other ULI departments and tenants.
• Maintain and organize electronic and physical filing systems, ensuring confidentiality. Assist with the reorganization of company data and conversion to a new e-file structure and system.
• Assist in project management and follow-up on key initiatives or deadlines as requested.
• Coordinate and organize various annual company events, community engagement activities, along with quarterly Board and annual Shareholder meetings.
• Periodically attend and represent ULI at various community events (DMI, Madison BID, Chamber, United Way, COTS, etc.) with other ULI teammates.
• Perform a variety of advanced administrative work.

• Support President and Commercial Leasing team with commitments related to industry work, external boards, committees, and other industry networking groups and events.

   

What We're Looking For

• 5+ years of executive assistant or other relevant experience.
• Excellent judgment, problem solving and decision-making skills.
• Ability to work well with all levels of internal management and staff, as well as third party owners, bankers, and vendors, and to interact professionally with a diverse group of tenants and staff.
• Excellent oral and written communication skills and the ability to clearly articulate information to various audiences.
• A proactive and self-driven communicator who is comfortable raising issues, asking questions, and following up.
• Ability to maintain a high level of professionalism and confidentiality.
• Must be able to maintain composure under pressure and manage unforeseen situations.
• Exemplary time management and prioritization skills.
• Superior attention to detail and the ability to multi-task and change priorities quickly.
• Proven ability to work independently with minimal supervision.
• Strong proficiency with MS Office products including Word, PowerPoint, Excel, and Outlook.