Administrative Assistant

Job Description:

The Team

Pembroke is an international real estate advisor that acquires, develops, and manages properties and places - specializing in mixed-use and office environments in the world's leading cities. Affiliated with Fidelity, Pembroke manages the private capital of two principal long-term investors, FMR LLC and FIL Limited.

Over the past twenty-five years, Pembroke has grown with offices now in Boston, Hamburg, London, Munich, San Francisco, Stockholm, Sydney, Tokyo, and Washington, DC, managing approximately 9.4 million sq. ft. in North America, Europe, and Asia-Pacific. Facilitating the patient capital of FMR LLC and FIL Limited, we invest in global markets with long-term growth potential. By combining a global point of view with local expertise, we're able to create and manage world-class properties that deliver the best outcomes for our tenants, investors, and the communities in which we work. We believe that properties that stand the test of time deserve a lot of time. So, we take a different approach: a thoughtful approach.

We're united by a belief that real estate is more than just buildings. Our mission is to create long-term value through our global expertise, local knowledge, and passion for real estate. Comprised of experts across a variety of fields, our team consistently strives for excellence, achieves with integrity, and embraces collaboration. Working together, we create places people love.

For more information, visit our website: https://www.pembroke.com/.

The Role

Pembroke is looking to hire a highly motivated executive administrative professional to join the administrative team and support our Boston office operations and several of Pembroke's Senior Executives in Boston. In addition to managing schedules/calendars, making travel arrangements, and processing expense reports, this role will work closely with the administrative team on projects on behalf of the Pembroke organization.

A successful candidate will demonstrate strong organizational skills, the ability to communicate effectively across multiple channels and geographies, and an interest in learning about the real estate industry. In addition, candidates should demonstrate Pembroke's core values of excellence, respect, collaboration, continuous improvement, and integrity.

• Provide administrative support to 4-5 Pembroke leaders (SVP, VP), including proactive schedule management and meeting coordination, international and domestic travel arrangements, and monthly travel and expense reporting.
• Support US team meetings and other events, that can entail arranging food, beverages, and hospitality for guests.
• Prepare for external parties visiting the Pembroke Boston office by monitoring front door access. Duties include: entering guest in the Prism building login system, coordinating with the building security when guest arrive; greeting and assisting guests as they arrive on the floor.
• Partner with the Admin team on general office management duties such as managing office and kitchen supply inventories and processing vendor invoices, and covering main phone lines.
• Deliver support that aligns with Pembroke Executive support model expectations.
• Provide back up coverage for others on the admin team when they are out of office.
• Lead or participate in ad hoc projects such as team off-sites, training days, new hire onboarding, and company events with other members of the global administrative team.
• Copying, scanning, managing DocuSign requests, and filing (both electronically and physically) documents.

• Bachelor's degree or secretarial qualification preferred.
• Extensive experience in roles demonstrating organizational and project management skills, strong attention to detail, working effectively with multiple projects and deadlines, and providing excellent service to internal and/or external clients and partners.
• Excellent verbal and written communication skills, including interacting with all levels of senior management and associates.
• Highly motivated self-starter, with a strong sense of ownership and capable of finding solutions with minimal direction.
• Ability to prioritize and proactively anticipate the needs of Senior Executives.
• Collaborative and flexible teammate, willing to be trained on and adopt the Pembroke Executive support model.
• Advanced proficiency with Microsoft 365 (including advanced experience with Outlook, Teams, Excel, and PowerPoint) and expertise with Concur.