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Administrative Assistant to the President + Office Manager

Company: Forum Real Estate Group
Location: Denver
Posted on: April 2, 2024

Job Description:

FLSA Classification: Non-exempt
Posting Duration: This posting will be up through March, 2024 unless it is extended to find the right candidate.
Position Summary:
Responsible primarily for providing administrative support to the President and Chief Development Officer ("President"). Secondarily, this could also include the Managing Partner - Head of Investment Management ("Managing Partner") and others as needed and able to potentially include our CEO and supporting his EA, proactively managing calendars, tasks and issues that arise with a goal of minimizing impact on executive schedules and focus. This role also serves as general office management support, meeting and event planning and coordination, etc. This role will have the opportunity to support and work with a variety of departments and functional teams across operations, and executive leadership and is responsible for taking assigned projects and seeing them through to completion. A successful team contributor will perform tactical tasks effectively and with minimal supervision, take ownership of projects, develop collaborative relationships with team members, display effective communication, and act proactively.
Key Responsibilities:


  • Act as the point of contact and gatekeeper for President and Managing Partner as well as the respective calendars, ensuring timely attendance of appointments, meeting set up and support, events and other commitments. Assisting the CEO and his EA as needed.
  • Act as personal assistant to President and help the Managing Partner and CEO + his EA as needed
  • Support all ELT Leaders as requested to include coordinating appointments, meetings and conference room bookings
  • Manage and coordinate executive travel arrangements (flights, hotel, rental cars/transport, etc.)
  • Effectively manage and maintain email correspondence, phone calls, postal services, etc; communicating information and escalating key issues for attention, as necessary
  • Maintain an "investor ready" office at all times - ensuring clean/tidy appearance of common areas, TVs are on, music is on, chairs are straightened in conference rooms, gym and showers are clean, and adequate office supplies are available.
  • Work with and manage building maintenance, and other vendors such as office cleaners, etc.
  • Forum guest relations, concierge, and internal team logistics coordination to include welcome, set up, guest point of contact, and answering or addressing any guest requests
  • Organize and maintain files and records systems as needed
  • Manage projects and conduct research, as requested
  • Help to support HR and ELT in coordinating and scheduling guest visit/travel arrangements, as needed (e.g. hotel, car/transport, flights, meetings, interviews, etc.)
  • Investor event support locally and as needed in other locations to include Investor or guest travel/transportation coordination, accommodation booking, venue research and procurement as needed, event food and beverage coordination, event or meeting logistics/set-up as needed, event swag set-up/coordination as needed, and working with Marketing to communicate logistics information
  • Consistently deliver high-touch, quality customer service
  • Act as Notary Public as needed

    Skills & Qualifications:

    • Exceptional attention to detail and accuracy in performance
    • Highly organized and self-motivated individual, able to work independently and take ownership
    • Positive attitude and self-starter
    • Resourceful and learns quickly
    • Adaptable, flexible and able to multitask well
    • Excellent written and spoken communication skills
    • Detail-oriented and hyper-organized
    • Comfortable in a startup, entrepreneurial environment
    • Demonstrates a "can do" attitude and a willingness to "roll up your sleeves"
    • Well-versed in MS Office Suite - including Word, Excel, PowerPoint and Outlook
    • Ability to be resourceful and proactive in dealing with issues that may arise
    • Effective time management skills; ability to organize, multitask, prioritize and work under pressure

      Education & Technical Skills:

      • Bachelor's degree, Associates degree or equivalent / demonstrated experience
      • Notary Public preferred
      • Understand Microsoft Office software, in particular, Microsoft Outlook for email, scheduling and calendar capabilities as well as Zoom video/phone conference capabilities, invitation process and set-up

        Supervisory Responsibilities: No direct reports.
        Key Job Competencies:
        To perform this job successfully, the individual should demonstrate the following competencies:

      • Organizational Support: Benefits organization through outside activities; Completes administrative tasks correctly and on time; Follows policies and procedures; Supports affirmative action and respects diversity; Supports organization's goals and values
      • Quality: Applies feedback to improve performance; Demonstrates accuracy and thoroughness; Displays commitment to excellence; Looks for ways to improve and promote quality; Monitors own work to ensure quality
      • Teamwork: Balances team and individual responsibilities; Contributes to building a positive team spirit; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Puts success of team above own interests
      • Project Management: Communicates changes and progress; completes projects on time and on budget; coordinates projects; develops project plans; manages project team activities.
      • Achievement Focus: Demonstrates persistence and overcomes obstacles; measures self against standard of excellence; recognizes and acts on opportunities; sets and achieves challenging goals; takes calculated risks to accomplish goals.
      • Cooperation: Displays positive outlook and pleasant manner; Establishes and maintains effective relations; Exhibits tact and consideration; Offers assistance and support to co-workers; Works actively to resolve conflicts; Works cooperatively in group situations
      • Judgement: Displays willingness to make decisions; Exhibits sound and accurate judgment; Includes appropriate people in decision making process; Makes timely decisions; Supports and explains reasoning for decisions
      • Problem Solving: Develops alternative solutions; Gathers and analyzes information skillfully; Identifies problems in a timely manner; Resolves problems in early stages; Works well in group problem solving situations
      • Communications: Exhibits good listening and comprehension; expresses ideas and thoughts well in written form; expresses ideas and thoughts well verbally; keeps others adequately informed; selects and uses appropriate communication methods.

        In addition to the above job-specific competencies, all Forum employees are expected to demonstrate these Forum Core Competencies:

      • Adaptability: Accepts criticism and feedback; accustomed to a culture of rapid and constant change and easily adjusts to changing priorities and conditions; manages competing demands.
      • Innovation: Develops innovative approaches and ideas; displays original thinking and creativity; generates suggestions for improving work; meets challenges with resourcefulness.
      • Collaboration: Recognizes and cultivates strong interpersonal relationships and cross-functional collaborations; generates value and uses motivation to influence and create change; seeks not to control but to inspire; facilitates dissemination and sharing of knowledge and information.
      • Accountable: Keeps and follows-through on commitments; readily takes ownership of achieving results by exhibiting responsibility and initiative; displays open, proactive communication that builds trust.
      • Initiative: Asks for help when needed; looks for and takes advantage of opportunities; seeks increased responsibilities; takes independent actions and calculated risks; undertakes self-development activities; volunteers readily.
      • Respectful: Displays integrity and honesty; maintains professional demeanor and composure in tense situations; exhibits fairs and generous behavior; readily owns up to mistakes and admits when wrong; strives to "get it right;" displays loyalty even when tough to do so.

        Forum Values:
        Blaze the Future (Entrepreneurial): Take initiative. Push what's possible. Own your path but stay nimble. Embrace change, take risks, and always challenge the status quo.
        Make it Better Together (Collaborative): Go all in. Get Messy. Welcome new ideas and share yours freely. Be a sponge. Bump heads. Talk it out. Listen. Learn. Repeat.
        Stay Open (Vulnerable): Have the courage to make yourself vulnerable. Communicate honestly and respectfully. Share mistakes and trust one another.
        Dare to be Clear (Clarity): Certainty is impossible, but clarity is essential. Eliminate the noise and focus your strategy to achieve something better, something great.
        Physical Demands:

        • While performing the duties of this Job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms; stoop, kneel, crouch, or crawl and talk or hear. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision.
        • Minimal travel may be needed

          Work Environment:
          The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
          The noise level in the work environment is usually moderate.
          The above job description is not intended to be an all-inclusive list of duties and standards of the position.
          Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor.
          Compensation Information: Base salary range is $70,000 to $123,600. This range is estimated for this role; actual pay may be different.
          Benefits for full-time employees include medical, dental, vision, life insurance, long-term and short-term disability insurance, employee assistance program, Health Savings Accounts, Flexible Spending Accounts, 401(k) with company match program, 12 paid company holidays, self-managed PTO, anniversary milestone program/awards, gift matching program.
          If you are interested in this role, please submit your resume and cover letter to jobs@forumre.com.

Keywords: Forum Real Estate Group, Denver , Administrative Assistant to the President + Office Manager, Administration, Clerical , Denver, Colorado

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