Biltmore Farms, LLC
  • Asheville, NC, USA
  • Hourly
  • Full Time

Benefits Eligible

Biltmore Farms, LLC's Community Development Division seeks to fill an immediate opening for a full-time (40 hours / week), benefited Administrative Assistant position.   The ideal candidate is creative, organized, and can demonstrate skills to support multiple Vice Presidents within the corporate office.  This is an exciting opportunity to be part of a great organization that is committed to community development. Though their amenities and locations differ, the communities created by Biltmore Farms are designed with an emphasis on careful planning, responsible development and social connection.   Deeply rooted in Asheville, North Carolina, Biltmore Farms, LLC cultivates healthy sustainable communities, thriving businesses and an inspiring sense of place while preserving the Vanderbilt family tradition of gracious hospitality since 1897.


Individuals who will succeed in this role will be driven by managing fast-paced work, can anticipate business needs, and thrives in an ever-changing environment. Due to the high-level support and coordination, this position requires a trustworthy professional who can protect information in a confidential manner and ensure discreet handling of all business. Must be a fast learner with strong attention to detail and work ethic and have a high capacity for multi-tasking, prioritizing and working well under pressure.


Biltmore Farms is looking for a team member who will bring ideas, an entrepreneurial attitude to their work and constantly look for ways to add value to the company, their department and to our clients.


Minimum Qualifications:

Any combination of education and experience equivalent to:

  • Two-year Associates degree in Business Administration, Marketing, Paralegal Studies, Real Estate, or other applicable field of study;
  • AND at least three (3) years' experience corporate office environment


Preferred Qualifications:

  • Prior experience working with commercial leases preferred
  • Prior experience managing administrative functions and executive calendars preferred
  • Proven ability to manage projects, work under pressure and consistently meet deadlines
  • Experience in fast-paced environment and proven ability prioritize multiple responsibilities
  • Proven ability to work in a team environment. Strong teamwork skills and a strong ability to offer suggestions and improvements to process and work effectively
  • Proficiency in Outlook, Word, Excel, PowerPoint
  • Ability to travel up to 10%


The Community Development Administrative Assistant will be a trusted partner within the team and is responsible for overall administrative support functions of the community development team members. Responsibilities include, but are not limited to:


  • Maintains confidentiality and professionalism in all situations
  • Partners and collaborates with peers and direct reports of the VPs to manage cross-functional initiatives from conception to completion
  • Able to regularly plan, prioritize and organize a diverse workload with the ability to meet deadlines; Able to manage team projects as needed
  • A proactive approach to problem-solving with strong decision-making skills; must be able to meet deadlines in a fast-paced quickly changing environment.
  • Effectively manage team calendars, which includes planning and coordinating internal and external meetings e.g. team meetings, full staff meetings, off-site meetings, one-on-one meetings, etc.  
  • Extensive calendar and time management; ensures that VPs are on time and prepared for meetings; consistently reviews calendar for changes, continually monitors and handles conflicts.
  • Arrange schedules and all travel for conferences, conventions and meetings. Prepare complete itineraries for travel
  • Book and coordinate both domestic and international travel (inclusive of visa applications when needed)
  • Manages expense reports and other administrative duties for team
  • Demonstrate prioritization, multi-tasking, and achievement of deadlines in a rapidly changing office environment. Daily communication with Biltmore Farms leaders, outside lenders, sales teams, attorneys, and vendors (including phone calls, text, emails, and meetings)
  • Ability to execute a combination of tasks for multiple community development projects
  • Respond to emails and draft letters
  • Prepare conference room when needed
  • Understand real estate contracts and review for accuracy
  • Efficiently organize and maintain documents into electronic files
  • Responsible for administrative duties related to Contract Management
  • Maintain all files (paper and electronic)
  • Prepares both routine and confidential correspondence, reports, presentations and other complex documents.
  • Maintain all blueprints, drawings, development plans for any and all development/construction projects
  • Assist with development and strategic meetings, maintain project files, notebooks and contact lists for all projects
  • Plan and implement work related social functions (events, meals, dining, etc.) that may be required
  • Establish and maintain a system for submitting routine reports on a monthly basis.
  • Assist Commercial Leasing Agent in creating Letters of Intent, Lease document drafts, and other necessary correspondence to support Leasing Agent in securing office and retail leases in an expedited, timely manner
  • Prepare reports, memos, invoices letters, and other documents as required. Filing and retrieving corporate records, documents, and reports.
  • Reading and analyzing incoming memos, submissions, and distributing them as needed.
  • Performing office duties that include ordering supplies and managing a records database.
  • Provide general administrative support. Opening, sorting and distributing incoming emails, and other correspondence.
  • Serves on the schedule for Administrative Assistant rotation providing occasional front-desk substitute coverage.
  • Drive to run errands throughout local nearby counties.


This is a benefited position that will be eligible at full-time. Occasional weekend or evening work may be required depending on the needs of the department.

Biltmore Farms, LLC
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