Senior Administrative Assistant at Newmark in Dallas, TX

Executive Support

• Manage complex calendars for senior executives, coordinating internal and external meetings across multiple time zones.
• Prioritize and manage incoming communications, including monitoring email correspondence and identifying items requiring executive attention.
• Coordinate and schedule meetings, conference calls, and virtual events, ensuring all logistics and materials are prepared in advance.
• Arrange domestic and international travel, including flights, accommodations, ground transportation, and detailed itineraries.
• Prepare meeting materials, agendas, and briefing documents as needed.
• Serve as a key point of contact for internal teams, clients, and external stakeholders.

Expense Reporting

• Prepare and submit expense reports in a timely and accurate manner.
• Track and reconcile receipts, travel expenses, and other executive expenditures in accordance with company policies.
• Assist with administrative reporting and documentation as required.

Independent Problem Solving

• Anticipate administrative needs and proactively address scheduling conflicts, travel adjustments, or logistical issues.
• Exercise sound judgment and discretion when handling confidential information and executive matters.
• Identify opportunities to improve administrative processes and support operational efficiency.
• Manage competing priorities while maintaining a high level of professionalism and attention to detail.

Communication

• Assist in handling internal communications with brokers, ensuring they're well-informed about various updates such as research reports, event updates, new team members, cross-selling success stories, client updates, and industry-specific information.

• Coordinate frequent internal market update calls and touchpoints with brokers and wider platform.

Qualifications