Executive Assistant - Special Projects

Description

Title:  Executive Assistant to the President/Special Projects

Supervisor:  President

Status:  Full Time/Exempt

Position Overview: The Executive Assistant is fully accountable for assisting the organization’s President with daily tasks and special projects. This requires organization, self-motivation, and the ability to handle multi-tasking in a fast-paced real estate property management company. This individual must always maintain a high level of confidentiality. The purpose of the Executive Assistant is to effectively ensure the streamline operation for the President in alignment with the business objectives and strategic plans of the organization. The Executive Assistant will plan, coordinate, direct and design assigned related activities of the organization as well as provide executive support for daily operational activities for the President. The Executive Assistant will work closely with decision makers in other departments to identify, recommend, develop, implement, and support cost-effective solutions for all aspects of the organization. The Executive Assistant will also assist in defining and implementing company policies, procedures, and best practices in order to accomplish company objectives as set forth by the company president and property owners.

Specific Responsibilities: 

Executive Support

• Interfaces closely with key executives and assist in making consistent decisions by advising them of historical precedents, serving as liaison between them and the president.
• Professional and personal calendar management; expense tracking and reimbursement; budget monitoring and allocation; travel arrangements and at times will work as personal assistant to the president of the company.
• Conserves executive’s time by reading, researching, and routing correspondence; drafting letters and documents; and collecting and analyzing information.
• Meeting/event scheduling and planning; plans and coordinates company events; records and distributes meeting minutes and debriefs; assists in preparing agendas, documents, and presentations.
• Represents the executive by attending meetings in the executive’s absence as needed.
• Provides historical reference by developing and utilizing filing and retrieval systems and recording meeting discussions.
• Communicates frequently with the president and office manager to keep he/she informed of company issues and operations.
• Performs other duties as assigned by the company president, property owner and office manager.

Marketing Support

• Collaborate with the marketing department on projects, company brand initiatives and other special assignments by taking the vison and running with tasks either through completion or with President through the process. 
• Serves as a second set of eyes for maintaining brand identity.
• Market research for current and future projects including market survey preparation.
• Collaborates and brainstorms with Director of Sales and Marketing frequently on projects
• Works with Digital Marketing Manager on social media account management, updates, and projects as needed

Special Projects

• Scully Summit conference
• Teambuilding/group outings
• SPRIDE program
• Assist regional managers and other executives with project coordination, implementation, and execution
• Coordinate corporate office happy hours
• Dinner Club for the Port-O-Call
• Source products for communities for quality control when time does not allow for this to be done onsite (ex. T-shirts, pool towels, etc).
• Manager and Maintenance Superintendent Councils – schedule, meeting setup and travel
• Ownership of additional projects as the need arises

Requirements

Education and Experience:

• A Bachelor’s degree; exceptional related experience may be substituted.
• Ability to work under pressure, juggle tasks and work efficiently against deadlines.
• Creative eye for interior design and style for the company.
• Travel logistics, scheduling, informing others, presentation skills, self-confidence, meeting management, client relationships, written communication, promoting process improvement, administrative writing skills.
• Excellent interpersonal and organizational skills, superior attention to detail, and exceptional follow-up skills.
• Strong written, verbal and employee communication skills are required as well as the judgment and discretion needed to respond to confidential questions and concerns.
• Working knowledge of MS Office (Publisher, Excel, Word, and PowerPoint) is required. Illustrator, Photoshop, or similar software knowledge preferred.
• Graphic design, agency, and creative writing experience.
• Real Estate or Property Management experience preferred. 

Competencies:

• Time Management: Uses his/her time effectively and efficiently; concentrates his/her efforts on the most important priority; adeptly handles several tasks at one.
• Problem Solving: Breaks down problems into smaller components, understand underlying issues, can simplify and process complex issues, understand the difference between critical details and unimportant facts.
• Priority Setting: Spends his/her time and the time of others on what’s important; quickly zeros in on the critical few and puts the trivial many aside; can quickly sense what will help or hinder accomplishing a goal; eliminates roadblocks; creates focus. 
• Ethical conduct: Serving with integrity and respect in personal and organizational practices. 

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

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