Administrative Assistant

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Administrative Assistant
The candidate will responsible for providing support in the administrative functions of the Legal Finance and Corporate Department of Simon Property Group. Will provide support to Senior Finance Counsel and Senior Corporate Counsel as well Real Estate and Corporate Paralegals. Will serve as a representative of the Department and must possess effective communication skills and professional appearance, as well as have the ability to handle sensitive and confidential information in a professional manner. Coordinate conference calls and schedule meetings. General office administrative duties such as: handle incoming and outgoing deliveries; type correspondence, monitor mail deliveries, file, maintain office supplies and order as necessary; maintain office equipment. Support Corporate Paralegals in administrative matters such as: filing of original hard copies of organizational documents, upload final entity documents in central filing database, assist in audit of corporate entity documents, assembly of officer’s certificates and general data entry. Support Real Estate Paralegals in administrative matters such as: distribution of estoppel certificates for mortgage loan financings and contribute of the same to central database, update and maintain Legal Finance shared contacts, assist in assembling, auditing and storage of financial transaction closing books. Preparation of various projects or presentations that may require the use of spreadsheets, power point presentations, etc. Maintain calendars and schedule all necessary travel arrangements for counsel. Complete all expense reports ensuring accuracy and timeliness of submission. Maintain courteous and professional relationships with co-workers and clients; professionally interface with all internal departments of Simon Property Group. Maintain a high level of confidentiality and professionalism. Coordinate and audit PCard (group corporate credit card) charges. Processing of invoices through JDEdwards. Coordination and maintenance of off-site storage of files. Track and reallocate charges incurred in connection with UPS shipping costs. 3-5 years minimum administrative experience required. Strong organizational skills are required. Advance level of Microsoft Word, knowledge of Excel and JDEdwards. Excellent verbal and written communication skills. Team player with willingness to assist others. Ability to work independently without direct supervision. Self-motivated and problem solving experience. Excellent time management and organizational skills and ability to meet deadlines and work well under pressure are required. Ability to proof large amounts of information, check for accuracy and appropriateness of data are required. Professional appearance are required. Effective communication skills, both verbal and written are required. Polished telephone courtesy are required. Attention to detail are required.

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