Job Details

Overview

Executive Assistant

As an executive assistant, you will provide high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions, such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. You may also train and review the work product of administrative staff. The Executive Assistant should overall ensure the efficient and smooth day-to-day operation of our office.

Responsibilities

• Office Management — train and support the work of clerical and other administrative employees; manage office supply inventory; negotiate contracts and purchasing agreements; ensure the order and cleanliness of all building public spaces; organize office spaces for maximum efficiencies; perform clerical duties as necessary; oversee operation and maintenance of all office equipment.
• Communication Liaison — ensure successful daily flow of correspondence (daily mail delivery, emails, faxes, service tickets and verbal requests).
• Schedule Management — schedule all meetings, appointments and travel for executive staff, including prioritizing meetings and communicating all relevant details to participants.
• Maintain Contact Databases — coordinate and maintain records including current and past clients, projects, vendors, etc.; coordinate and resolve information requests.
• Event Management — support corporate functions by maintaining an agency event calendar, managing registrations, invitations to events, catering services for internal meetings, set up and break down of corporate functions, researching additional event spaces for attendance.
• Back-up Receptionist — answer telephones, direct callers to appropriate extensions, greet and sign in visitors as needed.
• Data Analysis — participate in data analysis including financial reporting, occupancy reporting and property metrics, vendor contract comparisons, and front desk time analysis reports.
• Information Preparation — prepare and format information for internal and external distribution, including letters, memos, data for reports, computerized presentations, contracts, maintaining agendas, transcribing dictation and meeting notes, editing and proofreading.
• Team Collaboration — work as a member of the team, provide back-up support for co-workers when appropriate, and support group and company goals; communicate effectively and professionally with all callers, clients, teammates and the public.
• Run errands as requested by EVP.
• Discretion — handle confidential information with confidentiality and discretion; protect compensation plans, upcoming layoffs, internal investigations based on employee complaints, trade secrets, and other sensitive data.
• Travel — travel as required for in-person classes and annual education conferences.
• Regular and reliable attendance during scheduled hours.
• Perform other duties as assigned.

Qualifications and Physical Demands

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Required

Valid Driver's License and Insurance required.

High school diploma or general education degree (GED); or one to two (1-2) years administrative experience and/or training; or equivalent combination of education and experience. Communication and organization training a plus.

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Ability to apply commonsense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Valid Drive License, personal vehicle and proof of vehicle insurance is required.

Working knowledge of basic office equipment such as telephones, keyboards, 10 key, photocopier, fax machine, and calculation machines. Attention to detail and problem solving skills. Strong organizational skills with the ability to multi-task. Excellent verbal and written communication with the ability to maintain a high level of professionalism in a variety of settings. Intermediate skills in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook etc).

Preferred skills:

• Experience in Affordable and Multifamily Property Management.
• Experience with contracts writing, editing and execution.
• Experience with Insurance contracts and renewals.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls; and talk or hear. The employee is frequently required to sit. The employee is occasionally required to stand; walk; reach with hands and arms; and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move 25 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus.