Executive Assistant - Real Estate & Government Relations

2355 East Camelback Road Phoenix Arizona, 85016

Position Description:
Provides support and administration for both the Real Estate and Government Relations departments, as well as document coordination and brokerage support.

Essential Duties and Responsibilities:

Responsible for contract review, routing, processing, and filing.
Drafts and edits various real estate documents such as purchase and sale agreements, sales documents, exhibits and closings.
Drafts, revises, proofreads and finalizes documents such as correspondence, audit letters, and contracts.
Maintains and inputs all Government Relations related data in company provided Customer Relationship Management (CRM) system.
Assists with developing annual budgets.
Coordinates memberships, invoices and other expenses and maintains ongoing expenditure reports.
Manages approval of all department-related invoices.
Responsible for scheduling and managing the calendar for the President of Real Estate & Development, VP of Real Estate & Development, and Director of Government Relations for Thrive Services Group.
Functions as a department liaison and first point of contact; exercises discretion in prioritizing department communications, events, meetings, etc.
Coordinates travel itinerary, hotels, and flights for President of Real Estate and Development and Director of Government Relations.
Designs and executes department-specific events in collaboration with other Company departments.
Attends, provides minutes, and prepares agendas, presentation materials, and virtual links for meetings.
Maintains all electronic and hard copy files of fully executed documents for Real Estate and Government Relations.
Documents and drafts all Real Estate and Government Relations processes and procedures.
Responsible for tracking and submitting monthly expense reports for the President of Real Estate and the Director of Government Relations. Tracks and submits monthly lobbying expense reports.
Responsible for creating all lease files and document templates in paper and electronic storage.
Maintains contact lists and databases for all commercial real estate agents and brokers within the US.
Collects information and establishes new Goodwill landlords for all leased locations.
Creates and distributes e-mail blasts for property searches, growing retailer clients, newsletters, and other announcements, as needed.
Uses independent judgement in creating customized client service pitch presentations and strategic plan presentations.
Assists with the creation of content for internal and external communications.
Plans and manages all trade shows, conferences, events, and meetings by identifying, coordinating and assembling requirements, developing assignments and schedules, coordinating mailing lists, and establishing contacts.
As needed, will be using design parameters and templates for creating marketing packages, tour books, and presentations.
Supports the President of Real Estate & Development, VP of Real Estate & Development, and Director of Government Relations, as needed.
Backs up the reception desk and other Team Members, as needed.
Provides exceptional customer service to all customers and Team Members.
Assists in filing quarterly expenditure report to governmental agencies.
Prepares weekly, monthly quarterly and annual updates and reports for clients.
Attends events, strategic meetings and conferences as needed to represent GR department and its clients.
Showcases adaptability, swiftly transitioning between tasks and responding to unforeseen challenges.
Displays sound judgment, discerning the most critical tasks and aligning them with overarching organizational goals.
With a keen eye for detail, handles varied tasks, ensures excellence in execution regardless of task nature.
Updates job knowledge by participating in educational opportunities; reads professional publications; maintains personal networks; participates in professional organizations.
Consistently maintains a high degree of professionalism to appropriately represent and instill continued confidence in the RED and GR departments.
Cultivates a spirit of collaboration, readily offers assistance and expertise to Team Members.
Exhibits versatility, taking on ad-hoc responsibilities as the need arises, and furthering the goals of the RED and GR departments.
Attends International Council of Shopping Centers (ICSC) conventions for commercial real estate professionals in Las Vegas, San Diego, and Arizona to cultivate deal leads and establish critical industry relationships.
Prepares and coordinates Thrive participation in ICSC, including pre-conference meetings and relationship-building.
Manages events planning and attends networking events, cocktail parties, etc. for multiple clients including Goodwill of Central and Northern Arizona (GCNA), other Goodwills around the country, Noble Ground Coffee, etc.
In Broker Coordinator role:

Drafts and maintains the broker manual for Thrive Real Estate and Thrive Development which must follow the Arizona Department of Real Estate guidelines and be updated every year.
Drafts and coordinates all commission agreements between Thrive and all landlords and developers that outlines what is being paid to Thrive.
While referencing the department of real estate guidelines, tracks invoices and ensures payment of all commissions due are received.
Maintains employing broker employee files per the Arizona Department of Real Estate.
Tracks and monitors each licensee's CE credits and documents as needed.
Maintains all hard copy files per Arizona Department of Real Estate requirements as it relates to FX leases, LOI's, PSA's and all other related agreements.
Tracks, documents, and audits agent paid commissions through electronic systems comparing each agent's commissions to their employment agreement, ensuring the payout amount is correct.
Minimum Qualifications (Education, Experience, Skills):

High School Diploma or equivalent.
Minimum of 3-years work experience in a Commercial Real Estate or law environment.
2-4 years' experience as an administrative professional in a corporate setting.
Experience drafting and creating real estate documents.
Ability to identify and resolve problems in a timely manner; gathers and analyzes information skillfully.
Experience compiling, analyzing and interpreting market data as it relates to commercial real estate.
Ability to work independently on assigned tasks, as well as to accept direction on given assignments.
Ability to multi-task effectively, and deal with frequent changes, delays, or unexpected events.
Ability to manage time well, meet deadlines, and prioritize multiple tasks, while possessing a high attention to detail and accuracy.
Strong Microsoft Office computer skills including Word, Excel, Outlook, and PowerPoint.
Demonstrates strong written, verbal, and interpersonal communication skills.
Ability to communicate and understand instructions, both verbal and written, in English.
Relates comfortably to people in all levels of the organization.
Maintain high-level confidentiality at all times.
Ability to pass a background check and drug screen, where applicable for position.
It's important to us that all employees thrive personally and professionally. That's why we offer a range of benefits to support your overall health and well-being, including:

5 Medical Plans
Employer Funded Health Reimbursement Account (HRA)
3 Dental Plans
Vision Plan
401K (Immediate participation upon hire)
Employer Paid Life Insurance
Employee Assistance Program (EAP)
Paid Time Off; Sick and Vacation
Paid Holidays
These are just a few highlights of our key benefit offerings!

*Some benefits may require a waiting period prior to eligibility.

At Thrive, we want all employees to bring their "full self" to work. People are different, and so are we. We celebrate creative, diverse thoughts and minds, backgrounds and experiences, and we are building an environment where our employees can not only grow, but thrive.

Thrive Services Group is an equal opportunity employer. Individuals seeking employment are considered without regard to race (including traits associated with race, e.g., hairstyles), color, religion, sex (including pregnancy and related conditions, sexual orientation, or gender identity), national origin, disability, military status, age, genetic information, or any other category protected by applicable federal, state and local fair employment practice laws.

Individuals with a disability may be entitled to a reasonable accommodation under the Americans with Disabilities Act and/or state or local laws. Please contact Thrive Services Group at [email protected], if you need assistance or an accommodation due to a disability.

PHISHING SCAM WARNING:

Thrive Services Group Inc. is among several companies recently made aware of a phishing scam involving con artists posing as hiring managers recruiting via email, text and social media. The imposters are creating misleading email accounts, conducting remote "interviews," and making artificial job offers in order to collect personal and financial information from unsuspecting individuals. Please note that Thrive Services Group Inc. only uses company email addresses, to communicate with candidates via email. The company also uses secure tools on our website to receive data from applicants and would never ask them to submit their personal banking information to apply for an open job. If you are contacted by someone about an open job at Thrive Services Group Inc., please verify the domain of the sender's email address and that they are asking you to apply on this website. If you believe you have been a victim of a phishing scam, please visit the Department of Homeland Security's Cyber Smart website (https://www.cisa.gov/be-cyber-smart/campaign) to learn how to report it.
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