Executive Administrative Assistant

$18 - $20 / hour

 

POSITION SUMMARY:

 

The Executive Assistant is responsible for providing a variety of administrative office support including, but not limited to, the list below.

 

POSITION RESPONSIBILITIES:

 

Provide administrative assistance to the Senior Vice President including, but not limited to: maintaining Outlook Calendar and Contacts; arranging meetings; booking meeting rooms; expense reimbursements; checking voice mails; travel arrangements, etc.

 

Provide five star customer service to callers and handle escalated calls when possible; and/or ensuring they are escalated to the right party when necessary.

 

Provide support to management teams on various projects that are geared to ensure consistency in management throughout departments, as well as compliance with company policy, governing documents, and state and federal law.

 

Scheduling, organizing any events or meetings as may be necessary.

 

Assist in welcoming clients and VIP guests with five star service, when requested.

 

Supports Operations Meetings including scheduling; setting up room, creating agendas, attending; following up on items, etc.

 

Work in tandem with other support teams as work volumes increase and fluctuate, such as Executive Administrator for President, and Transition Coordinator, as well as other teams.

 

Coordinate Legislative Guide dissemination and billing as required.

 

Update monthly watch list for corporate reporting by deadline.

 

Dallas Responsibilities List - Send a reminder to corporate supervisors to update list and disseminate to company

 

Support Senior Vice President in projects that are property related, from time to time.

 

Produce and disseminate portfolio lists monthly.

 

Oversee Board Advantage and ensures that all board members and new board members are enrolled in the program in a timely manner, and remove them when they are no longer on the Board. Promote use of BoardAdvantage within management team.

 

Oversees Calibration Call program and ensures that calls are completed biweekly.

 

Handle the Outdoor Furniture Program which includes working with manager to finalize order, providing proposal, arranging delivery and payments, and White Glove Service, when required; keep accurate records of funds billed and received and coordinate with local and CA accounting teams for accurate billing.

 

Work with Senior Vice President to kick start the Architectural Review Program, including training and coordinating with new hire.

 

Coordinate spreadsheets for annual NPS survey and work with third party vendor to implement the survey; communicate out weekly reports as to status and progress (beginning in 2017)

 

Specials duties and projects as assigned from time-to-time.

 

OPERATING SKILLS, KNOWLEDGE & ABILITIES:

 

Education/Training:

 

High school diploma or equivalency. Minimum of two years of administrative support experience required, executive and/or operations support experience preferred.

 

Experience/Knowledge/Abilities:

 

Excellent PC Skills; Proficiency in MS Office required. Must have strong organizational and prioritization skills; Action and detail oriented; Must be able to multi-task in a fast-paced, dynamic environment. Must possess strong interpersonal, verbal and written communication skills. Must be flexible, self-motivated and proactive.

 

Special Requirements:

 

Physical demands include ability to lift up to 10 lbs. Standing, sitting, walking. The employee is required to work at a personal computer for extended periods of time.

 

Physical Requirements:

 

Frequent need (66% to 100% of time) to perform the following physical activities:

 

Example:

 

Writing/typing - Corporate/inter-office, resident communications

 

Grasping/turning - Telephone, doorknob use

 

Finger dexterity - Operation of office equipment

 

Lifting/carrying - Paperwork, deliveries, books, files, misc.)

 

Example:

 

Over 25lbs. - Rare need (less than 1% of time)

 

Between 10-25lbs. - Occasional need (1% to 33% of time)

 

Less than 10lbs. - Frequent need (33% to 66% of time)

 

Vision Requirements:

 

Frequent need (66% to 100% of time) to complete forms, read and review reports, wide variety of correspondence, view computer screen. Frequent need to see small detail.

 

Frequent need (33% to 66% of time) to see things clearly beyond arm’s reach (inspecting property, neighborhood survey)

 

Hearing Requirements:

 

Frequent need (66% to 100%of time) to communicate over telephone and in person with vendors, corporate and resident staff, residents and prospects.

 

Speaking Requirements:

 

Constant need (66% to 100% of time) to verbally communicate with home owners, vendors, and staff.

 

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

 

DISCLAIMER: This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties and responsibilities to this job at any time.