SHERMAN CLAY GROUP

Job Description – Administrative/Executive Assistant

November 6, 2009

Summary

The individual will have two roles:

1. Administrative Assistant to the President of the Real Estate Division responsible for a portfolio of neighborhood and community shopping centers located in the West and Southwest;
   
2. Executive Assistant for a private family office overseeing activities for approximately 20 private entities, including partnerships, limited liability companies, trusts, individuals and a private foundation.

Real Estate Functions

• Assisting the Senior Property manager as a liaison with tenants and contractors.
  
• Coding rent checks, vendor invoices, logging and coding utility invoices.
  
• Collection reports, calls to tenants for past due amounts, tenant notifications.
  
• Handling tenant correspondence and lease documents including filing.
  
• Producing real estate reports including master tenant lists, lease expiration schedules, rent change schedules, budgets, and financial review reports.
  
• Handling real estate tax notifications including logging invoices, preparing check requests, obtaining receipts, notifying mortgage lenders, filing, billing of tenants.
  
• Real estate loans including preparing, obtaining and compiling loan documents.

Executive Assistant Functions

• Preparing and handling corporate minutes, partnership resolutions, etc.
  
• Preparing checks and payments from various trusts.
  
• Assisting with the administration of a private family foundation including preparing schedules of upcoming commitments, annual foundation minutes, maintaining foundation documents and photographic files and archives.
  
• Personal needs of senior executives including travel arrangements, preparing checks, etc.

Technical Skills

Familiarity with real estate and family office administration. Uses computer word processing, spreadsheet and electronic mail tools with skill and confidence. Experience with Quicken and/or Quick Books. Experience with Yardi property management software desirable.

Education and Experience

College degree and minimum of five years working experience. Experience dealing with confidential private family financial information and excellent references.

Duration: Full time

Location: San Bruno, CA