Executive Assistant - Corp, Legal & Insurance Administrative

Madison Marquette Property Investments is a boutique real estate investment and service firm with a national platform that transforms assets and delivers institutional quality results.  We are seeking an Executive Assistant that will assist the Managing Principal and Chief Financial Officer and will assist in Corporate, Insurance & Legal administration as well as supervise corporate office support team in Washington, DC.  This position will be responsible for handling the administrative duties as needed for the Mang. Principal and CFO as well as the corporate, legal and insurance tasks to support the needs of corporate compliance, insurance applications and claims, legal disputes and office oversight with efficiency, organization and discretion.

Reporting Structure

Reports to the Managing Principal (MP) and Chief Financial Officer (CFO)

Supervisory Role

Supervises Office Manager and Executive Coordinator

FLSA Status – Exempt

Remote & In-Office Schedule

Executive Administration Duties:

• Assist in coordinating, as needed, with meetings or events for MP and/or CFO.
• Assist MP and/or CFO in the formal signing or execution of documents.
• Assist in the execution of both the materials and meetings for the Board of Directors.
• Other projects assigned.

Corporate Compliance & Legal Administrative Duties:

• Completes a wide variety of assignments which are often confidential in nature.
• Assists in the preparation and filing of business formation/amendment/dissolution documents, annual reports, and corporate regulatory filings.
• Maintains corporate governance, entity management & registered agent database.
• Prepares and distributes legal summaries and executive/administrative reports.
• Distributes litigation documents served upon Madison Marquette and/or its clients and assists in internal response to litigation.
• Liaise with attorneys, lenders, asset management and leasing representatives.
• Classifies, sorts, copies and files correspondence, records and other documents.
• Establishes, maintains and revises record keeping and filing systems.
• Prepares cover letters/correspondence for packages and necessary files.
• Creates/Maintains all faxes, copies, files and overnight/messenger services.

Insurance Administration Duties:

• Insurance Renewal Administration (Annual & Ad Hoc) assists with corporate insurance programs (Casualty, Property, Windstorm, Professional, and Worker’s Comp).
• Assist asset managers in procurement of insurance for acquisitions and development projects.
• Track and coordinate the timely and accurate issuance of Certificates of Insurance.
• Administer claims on all insurance lines from initial reporting to completion, including Worker’s Compensation claims (point of contact for employees and insurance carriers).
• Compile and prepare a monthly claims and litigation report.
• Other projects assigned based on business needs.

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job.  Duties, responsibilities and activities may change at any time and must be performed as assigned.

Skills, Abilities, Experience & Qualifications:

• College Degree preferred
• Good interpersonal and communication skills with 3^rd parties and within all levels of the organization.
• A highly motivated, detailed oriented, well-organized professional with strong interpersonal, verbal and written communication skills.
• A self-starter, with the ability to maintain a high level of productivity, accuracy and commitment to quality with minimal supervision.
• Organizational, negotiating, planning and analytical skills.
• Advanced Computer Skills including high level of proficiency in Word, Excel, PowerPoint and Adobe.
• Notary Commission a plus

PHYSICAL DEMANDS: The physical demands described here represent those that an employee must meet to perform the essential functions of this job successfully.  Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Sitting: 70%
• Standing: 20%
• Walking: 10%
• Lifting: up to 50 lbs.

Madison Marquette is an Equal Employment Opportunity Employer