Assistant, Core Services & Real Estate
ViacomCBS
New York, NYThis was removed by the employer on 7/14/2017 11:55:00 AM PST
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Full Time Job
Overview and Responsibilities
Viacom’s Core Services team is seeking a Departmental Assistant. CORE Services manages all Viacom offices issues related to physical space such as real estate strategy & leases, short and long-term space planning, design and construction, furniture selection and purchase, moves and renovations. Our staff also oversees offices services, pantries, maintenance, repairs, and building operations. CORE Services partners in all locations with MTS department for IT concerns and security.
Principal Responsibilities
The department assistant will primarily support the SVP, Core Services and VP, Real Estate with administrative task; in addition to maintaining and organizing the team's domestic/international business operations. The team is considering an energetic self-starter that can think outside the box and collaborate with internal and external customers. He/she will be required to accomplish tasks of moderate to high complexity and scope with the ability to analyze and anticipate the needs of the managers.
• Work in partnership with all vendors
• Answering phone calls, taking messages and maintaining calendar for SVP Core Services & VP Real Estate
• Maintaining filing and archiving system (paper & electronic)
• Editing ProLease Critical Date Reports and other database reports, functions and features
• Act as backup administrator to company ProLease administrator for input/updating records
• Perform an extensive array of administrative tasks such as travel planning, submitting expense requests, managing office supplies, sending/receiving documents & reserving black car services
• Ability to multitask under pressure and manage time constraints
• Adjust / respond to unscheduled events & resolve issues quickly & professionally
• Proficient in Microsoft office suite: Outlook, Excel, Word & PowerPoint.
• Excel spreadsheet formulas and ability to create Power Point decks a must.
• Maintaining office rent & insurance certificate registers
Basic Qualifications
• 2-5 years administrative experience
• Proficient technical skills using Microsoft office suite (Word, Excel and PowerPoint)
• Bachelor’s Degree
Additional Qualifications
• Prior experience in a Property Management or Real Estate Firm a plus
• ProLease and Planon program experience a plus
• Ability to meet deadlines and make sound decisions
• Strong customer service skills
• Effective time management skills i.e. multitasking and prioritization
• Ability to communicate clearly in verbal and written form
• Creative problem solving skills, i.e. utilizing team, innovative approach, accepting support
• Proactive and self-motivated with potential and willingness to learn