Brandywine Realty Trust

Executive Assistant/Leasing

US-PA-Philadelphia
2 weeks ago
ID
2017-1468
# of Openings
1
Category
Administrative/Clerical

Overview

Major Accountabilities: The Executive Assistant provides administrative and clerical support to Vice President of Leasing, one or more Leasing Representatives and Marketing Director (Leasing Staff). Job requirements and expectations may vary from incumbent-to-incumbent depending on specific markets, property types, and other factors, but all relate to a single - yet broad - accountability:

 

The Executive Assistant is responsible for promoting the successful leasing of space by carrying out a range of functions inherent in the tenant attraction and retention process.

Responsibilities

Under direction of the Vice President of Leasing, the incumbent will provide the following support:

 

Marketing support:

  • Create and maintain records on available Brandywine Realty Trust space. Provide timely, accurate information to Leasing Representatives as needed.
  • Create and maintain records on space in competing buildings. Monitor and report on lease expirations.
  • Create and maintain records on prospective tenants. Assist Leasing Staff in making contact with individuals who make facility decisions for their enterprises.
  • Update and maintain several address databases for the purpose of special promotional mailings.
  • Update and maintain several address databases for the purpose of special promotional mailings.
  • Create brochures, flyers, and proposals.
  • Create promotional collateral to inform prospective tenants about Brandywine Realty Trust space. Materials may highlight distinctive features of Brandywine Realty Trust space, including location, quality, flexibility, availability, amenities, pricing, and attributes of the Brandywine Realty Trust “brand.”
  • Assist Leasing Staff in responding to RFPs from prospective tenants, devoting special attention to how Brandywine Realty Trust’ space aligns with tenant requirements.

 

Assist Leasing Staff with deals in progress:

  • Maintain regional lease files to ensure that all leases, amendments, commencement notices, tenant financial data and other correspondence are properly filed and that all original documents are archived.
  • Track the execution and proper distribution of legal documents including leases, amendments, terminations and consents.
  • Review commencement notices submitted by property managers to ensure that the documents accurately reflect the terms of executed leases. Submit notices for asset manager review and execution.
  • Review tenant requests for landlord consents and for storage or rooftop space and produce landlord sublease/assignment consents, licenses and other agreements for asset manager review and execution.
  • Compile and maintain lease administration books.
  • Maintain: binders of lease summaries; tenant and capital improvement approval forms; and records on building operating expenses and improvements costs.
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Assist Leasing Staff with day-to-day activities:

  • General office duties including: typing letters, correspondence, filing, faxing, phone coverage, expense reports, and opening/sorting mail.
  • Schedule appointments and/or support appointment scheduling.
  • Schedule travel arrangements and meetings - coordinate with appropriate parties (both internal and external). Provide timely dissemination of information & agendas
  • Shares responsibility of answering phone calls to the Marketing Office with other administrative staff. Establish and maintain positive relationships with third-parties, representing Brandywine Realty Trust in a positive, client-focused manner.

 

Exhibit professional, office-appropriate demeanor and appearance.

 

Perform other duties as assigned.

Qualifications

Education / Training, Skills, and Experience Needed

 

  • High school diploma/GED required.College degree a plus.
  • Minimum of 3 years administrative experience in professional office environments.
  • Proficiency with various software programs including Microsoft Office products (Word, Excel, Outlook PowerPoint). Working knowledge of Salesforce a plus.  
  • Excellent verbal, written, telephone and interpersonal communication skills.
  • Position requires continual attention to detail with ever changing priorities, multi tasking and managing tight deadlines.
  • Excellent oral and written communication skills.

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