Executive Assistant/Office Manager

Brookfield     Accounting | Development | Leasing | Property Management     Commercial Office | Mixed Use | Multifamily | Retail     CA-Danville     June 7, 2020

Company Profile


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Our vertically integrated real estate capabilities service the majority of Brookfield's real estate investments around the globe and assures that these assets are managed to maximize revenue, growth and sustainability, with a keen eye integrating new real estate technologies that keep us at the forefront of innovation.

Position Overview

Your Team

The Executive Assistant plays a critical role on enhancing their Executive Team's (Presidents and Vice President's) effectiveness by providing information management support, administrative and executive support. You will be the direct assistant for the President and Vice Presidents, including but not limited to: any secretarial assignments, organizational assistance, organize and schedule executive meetings, manage internal and external flow of information and communications. You will also act as the Office Manager and will be responsible for the organization and coordination of office operations, procedures and resources to facilitate organizational effectiveness and efficiency. You will oversee reception, secretarial, telephone, supplies, building keys and codes, all office space logistics, and direct the acquisition and maintenance of office supplies and equipment.  You may also be responsible for administering building or office leases. 

Your Key Deliverables

Executive Assistant:

  • Schedule and organize Executive Team's as well as VP’s meetings, appointments, reservations and travel plans
  • Coordinate meetings, lodging, and logistics for visits from Brookfield Center Lead Executives from out of town; i.e., quarterly meetings, land tours, etc.
  • Plan, organize and coordinate all aspects of functions, retreats, and special events for the executive team and their clients
  • Assist with the preparation, binding and distribution of Business Reports and presentations
  • Pull and distribute reports from the Newstar accounting system and Landev project management system
  • Assist with some invoicing and contracting of services in Newstar and Landev
  • Prepare and/or edit internal and external letters, presentations, faxes, memos, and mass emails
  • Schedule and update Executive Outlook Calendar meetings and appointments, create agendas, and keep Executives updated
  • Political and regular monetary contributions and coordination with controller, outside legal, and center led group
  • Organize Executive sponsored events such as retirement celebrations, political fundraisers, industry-related gatherings
  • Screen phone calls and emails from clients and concerned party members and follow-up on behalf of Executives
  • Submit Expense Reports and monitor AmEx charges for approval
  • Liaison between Executives, employees & clients
  • Complete assigned work promptly, efficiently and in a timely manner, and report back to the executives with completed work
  • Conduct internet research and help executives in making important business decisions
  • Ensure all documents are filed and easily accessible for executives to avoid any inconvenience in business matters – setup files and maintain to our policies
  • Acquire complete knowledge about all company policies, Brookfield and governmental COVID related protocols to update staff members
  • Schedule and prepare agenda for Executive’s sponsored meetings
  • Greet clients and visitors to the Executive’s offices
  • Notary Public for all Departments

Office Manager:

  • Perform managerial duties as an Office Manager for business operations
  • Coordinate and supervise all renovations, moves, etc., for location
  • Supervisor to Receptionist
  • Liaison with Landlord/Property Manager
  • Orientation and training coordination with People and Culture Advisor of new staff members
  • Maintain and update Personnel lists
  • Coordinate office staff activities, assist with monthly birthday recognition, incentive awards
  • Review, approve and place all Office Supply Acquisitions for Office and Communities
  • Review, approve and monitor Kitchen Supply inventory orders
  • Order Letterhead, Business Cards and Badges
  • Maintain and monitor Postage Equipment and funds
  • Maintain and schedule Iron Mountain Archives
  • Monitor compliance and adherence to office policies and procedures
  • Tracks annual office events budget
  • Assist with maintaining and updating Courier Services
  • Vendor set-up for Accounting Department
  • Coordinate scheduling Backup to Receptionist and Phone
  • Manage promotional incentives within regional organization
  • Recognition and award management via Brookfield Bucks
  • Manage internal staff relations. Coach, mentor and discipline office staff
  • Maintain a safe and secure working environment

What It Takes

  • A Bachelor’s degree or equivalent combination of education and experience would be preferred
  • 2+ years’ senior administrative experience in a similar position
  • Must have excellent interpersonal, written and oral communication skills
  • Must be responsible, self-disciplined, well organized and have an extremely high attention to detail
  • Strong MS Office skills and familiarity or ability to learn accounting and business reporting tools for report regeneration on Newstar and Landev
  • Proven ability to effectively prioritize work flow
  • Ability to exercise good judgement, show initiative and be proactive
  • High standards of ethics and confidentiality to handle sensitive information
  • Excellent organizational, time management, and prioritization skills
  • Notary Public or willing to obtain

Your Opportunity

 We are proud to offer our employees what they value most:

• Competitive compensation
• Excellent extended health benefits
• 401k matching
• Generous tuition assistance program
• Leadership development and mentorship programs 
• Charitable donation matching
• A culture based on our values of Passion, Integrity and Community

 Your New Home

At Brookfield Properties, the foundation of our success is firmly rooted in our people.

Our company is comprised of experts across a range of specialties who share a goal of ensuring our properties are continuously evolving to meet the needs of our communities and stakeholders. To meet this goal, we hire visionary, entrepreneurial talent who help us innovate and enhance our business. We build collaborative teams who value integrity, creativity and diversity.

Our teams operate an iconic portfolio of irreplaceable properties within the world’s most dynamic markets. As one of the largest real estate services companies, we provide management and development expertise exclusively for properties owned by Brookfield Asset Management.

Our development group draws on its unparalleled design, entitlement and construction expertise to envision and deliver best-in-class, iconic assets and destinations. The team’s multidisciplinary skill sets from across our sectors capitalize on the unique opportunities that exist in the market today.


Danville, CA Development-Mixed-Use

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