B.F. Saul Company

Operations Administrative Assistant

Bethesda, MD
Job Category
Administration

Overview

ASB Real Estate Investments (ASB), a division of ASB Capital Management, LLC, is a leading U.S. real estate investment private equity management firm headquartered in the Washington D.C. area.  ASB invests in 15 major urban markets across the United States concentrating in office, multifamily, retail and industrial properties.  Currently the firm has $7.2 billion in gross assets under management from over 360 institutional clients.

 

ASB is looking for a dynamic, team-oriented administrative assistant to join their Operations department.  This administrative assistant will support the company with scheduling, arranging travel, setting up meetings, submitting reports, putting together presentations, odering supplies, maintaining files, and other important tasks.

Duties & Responsibilities

  • Maintain corporate calendars; coordinate and schedule recurring and non-recurring meetings for in-house meetings and those with guests
  • Arrange travel, as required, for Senior Managers or guests of the company
  • Arrange for catering services as needed for in-house or off-site company functions
  • Prepare, submit and follow-up on travel and entertainment expense reports for Senior Officers in the Investments and Accounting Departments; also submit expense reports for investments and accounting departments team members.
  • Photocopy, scan, collate, and bind reports, presentations, proposals, and other company communications
  • Prepare, type and proofread routine memoranda and correspondence
  • Produce & distribute reports for the Senior Managers, as needed
  • Requisition supplies used in the normal course of business; interface with vendors and billing depts.
  • Work with building operations on day-to-day office requirements
  • Light phone duty fielding & directing calls from clients, vendors, consultants and others
  • Open and process incoming mail; prepare and receive overnight deliveries and courier services
  • Maintain files as dictated by departments and regulatory requirements
  • Handle special high priority projects and confidential tasks
  • Obtain Notary status & notarize documents as required
  • Write and submit minutes for regular company meetings
  • Fill in for President’s Assistant as required, for lunch periods and in the event of absence
  • Other duties as assigned by management
  • Special projects, as needed
  • Work with General Counsel, Accounting department, and Asset Managers to approve and process legal invoices
  • Work with Accounting department and asset managers to approve and process appraisal invoices for Separate Accounts
  • Prepare and submit deposits for accounting department
  • File operating tickets and bank statements monthly for the accounting department
  • Manage and distribute invoices from corporate transaction company
  • Update and distribute quarter-end deadline reminders to investments department for the Vice President of the Portfolio Management department
  • Maintain entity related documents for accounting department

Qualifications & Skills

JOB REQUIREMENTS (SKILLS / ABILITIES):

  • Ability to work unsupervised and initiate tasks, see a need and take care of it
  • Excellent verbal, written and telephone skills
  • Excellent organizational skills, attention to detail and ability to perform multiple tasks
  • Proficiency with Microsoft Office software is a must 

 

EDUCATION / LICENSES / CERTIFICATIONS:      

  • Bachelor’s Degree or equivalent mix of education and experience required
  • 3-5 years of administrative experience preferred

 

Equal Opportunity Employer/Veterans/Disabled

BFS7501

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