Overview

The Administrative Assistant provides comprehensive support to the Hotel and Senior Living Asset Management and Development groups. The Administrative Assistant works independently, performing a wide range of administrative and clerical support duties. The position requires intuition, excellent organization, communication and interpersonal skills, and the ability to provide timely information and services to a wide range of internal and external clients.  

Responsibilities

Administrative Support:

• Arrange and coordinate meetings, reserve conference rooms, and manage catering for internal and external events.
• Schedule calls and meetings with operators and manage the team meetings calendar (monthly, quarterly, property reviews, discipline-specific calls, and budget meetings).
• Manage incoming and outgoing mail, scan and file electronic materials, and maintain both electronic and hard copy filing systems.
• Organize annual rotation of site visit logs, budgets, and quarterly filings.
• Maintain and update hotel and senior living contact sheets, including asset manager assignments and operator contacts.
• Provide note-taking assistance for calls and meetings, accurately record follow-up action items, distribute and track responses.
• Arrange air/hotel/car travel.
• Prepare itinerary, trip files, dinner meetings, as needed prior to travel.
• Administer expense reports upon return for team members.

Reporting / Projects / Communications:

• Assist with preparing, saving, and printing monthly and quarterly budget reports.
• Download, organize, and maintain a variety of recurring financial and operational reports.
• Update and consolidate databases and files such as legal cases, development projects, financing deals, and unit changes as required.
• Format and organize files, PowerPoint presentations, and responses for internal and external use.
• Track operator deliverables to ensure timely submission of monthly, quarterly, and annual reports.
• Maintain contact sheets and entity tracking, including Officer Lists and Articles of Incorporation.
• Retrieve, copy, and save documentation from central files and SharePoint.
• Save emails and approval communications for audit purposes.
• Manage and respond to large-scale communications to hotels and senior living communities as well as respond to guest complaints.

Operational and Technical Support:

• Maintain RMR Central and SharePoint sites, ensuring proper document management and website updates for Senior Living and Hotel Asset Management.
• Forward tax bills, request information from operators (licenses, floor plans, COIs), and pull permits or building information as needed.
• Coordinate, procure, and distribute industry-specific publications as needed.

Team and Culture Support:

• Assist in organizing team outings, birthday cards, meetings, and other team events.
• Act as a liaison for industry sponsorships, coordinating and implementing related activities

Additional Duties:

• Complete miscellaneous requests as needed across various operators (e.g., hotel operator website/photography audits).
• Provide impeccable follow-up and keep staff informed on the status of projects and completed tasks.
• Exercise sound judgment and discretion, particularly with sensitive or non-public information.

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