Executive Administrative Assistant - Federal Realty Investment Trust

Federal Realty is a proven leader in the ownership, operation, and redevelopment of high quality retail real estate in the country's best markets. We believe we are one of the most innovative and dynamic real estate companies you can work for. Interested candidates who research Federal Realty hear a lot about the high quality shopping centers and mixed use center in our portfolios and the well-respected real estate team at our core, it's the smaller intangible things that can make working at Federal so satisfying. You see, while we're one of the largest publicly traded real estate investment trusts in the country, as measured by the value of our shopping centers, we're really a very small company by most standards and we try to operate that way. That means that team members with initiative and ability can get involved in many facets of our business over the years. I encourage you to look us up on LinkedIn and follow Federal Realty Investment Trust. 

Federal Realty has an excellent opportunity for an experienced Executive Administrative Assistant with experience providing support at the executive as well as departmental levels. Located in our Santana Row office in San Jose, California, this role supports three executives with managing daily administrative operations including full-scale calendar management and scheduling, meeting preparation and follow-up, travel coordination, and project coordination. The successful candidate must possess superb judgment, communication, organizational, and multi-tasking skills.

Provide administrative and project support to include:

• Pro-actively schedule and prepare for meetings. Attend and take minutes when required
• Draft, proofread and/or edit documents, presentations, articles, and email correspondence, as requested
• Create expert level PowerPoint presentations, as requested
• Prioritize and handle internal and external correspondence
• Prepare and follow-up on expense reports in Concur and timesheets in ADP
• Manage and maintain daily and longer-term calendars
• Coordinate all travel arrangements to include scheduling special events or activities
• Interact with vendors on an ongoing and as needed basis regarding submission of paperwork and payments
• Prepare and track contracts, change orders, purchase orders, check requests and invoices in Nexus
• Maintain project files including coding project paperwork for filing
• Coordinate work of department with other corporate departments as required
• Screen incoming calls and direct calls as required
• Manage all incoming and outgoing mail and distribute appropriately
• Lead the coordination and planning of any approved employee events for the west coast team to include the annual summer outing, year end celebration, and/or any other events as assigned

Assist other administrative support team members as necessary

Other duties as assigned

• 5+ years’ experience providing support at the Director level or above and related teams
• Bachelor’s degree preferred or related experience
• Intermediate to advanced skill level in the Microsoft Office Suite; high level of proficiency in PowerPoint required
• Outstanding interpersonal, written, and verbal communications skills
• Proven ability to work in a fast-paced environment handling multiple tasks at any given time
• Strong follow-up and follow-through skills with the demonstrated ability to effectively prioritize, manage time, and deliver to deadlines
• Ability to coordinate and prioritize a number of projects and consistently apply good judgment and make good and responsible decisions
• Ability to maintain the highest degree of confidentiality regarding all aspects of work at all times
• Highly professional and detail oriented with successful problem-solving and creative thinking experience
• Proactive in solving problems and open to taking on more responsbility
• Ability to work flexible and long hours, as needed
• Notary Public, a plus

Salary Range: The base pay range for our Executive Administrative Assistant role in San Jose, California is $70,000-$85,000 per year plus bonus. Salary is determined by job-related skills, experience, and relevant education or training.

Federal Realty Investment Trust is an Equal Opportunity / Affirmative Action employer. Federal values a diverse workforce and is committed to providing equal employment and advancement opportunities to all employees and applicants. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, national origin, age, disability, genetics, sexual orientation, or protected Veteran status.

Federal Realty Investment Trust does not accept unsolicited resumes through or from search firms or staffing agencies. All unsolicited resumes will be considered the property of Federal Realty Investment Trust and Federal Realty Investment Trust will not be obligated to pay a placement fee.

If you are unable to submit your application online, please call 301-998-8100.