Shared Services Administrative Assistant

The Brookwood Community is currently seeking a Shared Services Administrative Assistant for the Chief Financial Officer (CFO), Director of Retail Operations and Director of Project Management. This position reports directly to the CFO and performs the following duties and responsibilities for each of the officers and directors, as noted above:

  • Manages and coordinates CFO and Director of Retail Operations’ individual calendars and independently schedules appointments using Microsoft Outlook 2016.
  • Finance Committee, Ad-hoc Meetings: create appointments for meeting dates, prepare meeting agenda, meeting packets and minutes from each meeting; maintain log of meeting minutes from each meeting; set reminders and ensure follow-up assignments for meetings.
  • Type reports, memos, letters and other documents using MS Word. In addition, create flyers, invitations, etc. in Microsoft Publisher and Constant Contact.
  • Read and analyze incoming memos, submissions and reports to determine their significance and plan their distribution.
  • File and retrieve corporate documents, records and reports.
  • Coordinate travel arrangements for executives.
  • Assist each officer and director to fulfill his/her objectives and timelines.
  • Receives all incoming calls for CFO and Director of Retail Operations. Will assist Director of Project Management with calls as needed. Handle calls independently and/or distributes messages as needed.
  • Reviews all correspondence addressed to each officer and director; replies when appropriate and/or brings to each party’s attention as necessary.
  • Receives and prepares information reports and other reports as necessary by each officer and/or director.
  • Perform general office duties such as maintaining records, creating purchase orders and bids, and conducting research for special projects.
  • Will assist with the Brookwood reception area. Answer phone calls and direct calls to appropriate parties or take messages. Greet visitors and determine whether they should be given access to specific individuals.
  • Performs other duties as may be assigned by each officer and/or director.