Executive Assistant

Job Details

Description

This position will be a direct report to Vice President Southeast Region.

Position Summary

The Executive Assistant provides the Executive Director with personalized secretarial and administrative support in a well-organized and timely manner with administrative support, while protecting and maintaining the confidentiality of the information.

Position Responsibilities

• Participates as a member of the senior management team in support of VP Southeast Region and to include assisting in scheduling and correspondence.
• Prioritizes and follows up on incoming issues and concerns surrounding the property and/or employee needs.

Executive Director Responsibilities

• Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data and graphics.
• Drafts letters and documents, collects and analyzes information, initiates communication through the various methods available.
• Maintains executive’s appointment schedule by planning and scheduling meetings, conferences, teleconferences and travel.
• Welcomes guests and customers by greeting them in person, or on the telephone, and answering or directing inquiries and provides support to the front desk as requested by the VP Southeast Region.
• Maintains confidentiality while working on correspondence, minutes, or projects on behalf of the VP Southeast Region.
• Collects and analyzes data necessary to prepares reports, policies, presentations, and/or correspondence on behalf of and at the direction of the VP Southeast Region.
• Maintains filing systems for all documents produced on behalf of the VP Southeast Region.
• Maintains professional and technical knowledge by attending educational workshops, reviewing professional publications, and other means.
• Responsible for the overall organization and day-to-day needs of the office when needed or called upon.
• Assists with all employee correspondence and coordinating meeting for staff and VP Southeast Region.
• Performs other related duties as assigned.

Knowledge, Skills And Abilities

• Ability to multitask, and prepare and process large amounts of administrative and customer request items while being detail oriented.
• Ability to handle multiple tasks simultaneously, establish priorities, and meet deadlines.
• Exceptional organization and tracking skills.
• Ability to function efficiently in a fast-paced, demanding environment.
• Ability to proficiently utilize computer programs and database systems, including Microsoft Office, internet and e-mail systems.
• Ability to interact and work positively and effectively with homeowners and staff at all levels.
• Advanced communication skills both verbal and written.
• Superior customer service skills and phone etiquette.
• Ability to work collaboratively and cooperatively within the department as well as with other departments.

Physical Demands & Work Environment

• Primarily sitting at workstation utilizing a computer in an office setting or remotely as schedule runs.
• Walking/driving through communities as needed.