Executive Assistant

Job Type

Full-time

Description

OVERALL PURPOSE

This position provides high-level administrative, operational, and business development support to the Senior Director of Operations to ensure that company goals and objectives are accomplished and that operations run efficiently.

Essential Functions And Responsibilities

Works in independently and in collaboration with the Senior Director of Operations and Executive team on the following tasks, including but not limited to:

• Facilitates and manages customer complaints process. Required to work with team members to respond to all BBB complaints and online reviews.
• Manages and ensures the company's business licenses and insurance policies are up to date and renewed on time for all office locations.
• Assists with transitions for income and outgoing clients, including but not limited to, data entry, system set-up, opening bank accounts, system archives, box/warehouse management, etc.
• Assists with proposals and contracts including:
• Develop, format, and edit compelling proposals and contracts to support business development efforts.
• Ensure consistency in branding, messaging, and design across all materials.
• Work closely with sales and leadership teams to create persuasive and visually appealing content.
• May assist with management and maintenance of company website and social media content including:
• Maintain and update website content to ensure accuracy, relevancy, and SEO best practices.
• Work with designers and developers to enhance user experience and implement website improvements.
• Monitor website analytics and suggest optimizations.
• Plan, create, and schedule social media content across multiple platforms (LinkedIn, Twitter, Instagram, Facebook, etc.).
• Develop engaging written and visual content to enhance brand awareness and engagement.
• Track social media metrics and adjust strategies accordingly.
• May assist with marketing materials and events including:
• Source, design, and manage promotional items, ensuring consistency with brand guidelines.
• Coordinate orders and distribution of swag for internal teams, clients, and events.
• Plan and coordinate logistics for trade show and expo participation, including booth setup, marketing materials, and promotional campaigns.
• Manage event logistics, registrations, sponsorships, and post-event follow-ups.
• Collaborate with sales teams to maximize event ROI.
• Assists with current and potential client office visits as requested.
• Provide administrative and office support, such as typing, dictation, spreadsheet creation, faxing, and maintenance of filing system and contacts database
• Maintain professionalism and strict confidentiality with all materials
• Writes memos, reports, emails, and related documents, including sensitive information.
• Assists with scanning, mailings, and other miscellaneous administrative tasks as needed or requested.
• Assists with system and spreadsheet updates and/or system assignments.
• Point of contact for designated systems and software, as applicable.
• Researching and organizing data in different platforms (Excel, PowerPoint, etc.).
• Using technical tools and software such as the Microsoft Office Suite, especially text processing software and Excel spreadsheets
• Responsible for creating and maintaining training materials, SOP's, etc. for clients and the company.
• Responsible for reviewing Community Association Manager Activity Logs and submitting the information for billing appropriately.
• Maintain executive team calendars, contact databases and appointments.
• Stays up to date on new legislative and state laws and assists with keeping the company in compliance with collaboration with the Senior Director of Operations.
• Maintains a positive relationship and knowledge of key clients and business partners.
• Proofreads and edits materials to ensure high-quality communications.
• Answers and responds to emails or phone calls professionally, effectively, and efficiently.
• All other duties as assigned.
  
  

Requirements

MINIMUM SKILLS AND QUALIFICATIONS

• Must possess excellent verbal, written, and interpersonal communication skills.
• Ability to work as a team and independently.
• Must be a self-starter, resourceful and proactive.
• Flexible team player who is willing to adapt to changes and unafraid of challenges.
• Ability to maintain confidentiality of information related to the company and its employees.
• Ability to analyze, evaluate and act on issues and/or problems, reach sound conclusions and take appropriate action.
• Familiarity with social media platforms, email marketing tools, and web analytics is a plus.
• Ability to develop engaging marketing content and campaigns
• Experience in planning and executing events, including budgeting, timelines, and logistics.
• Prior experience in event planning or trade show coordination and developing engaging booth designs and presentations to attract attention at the trade shows.
• Proactive problem solver.
• Ability to work in a fast-paced environment.
• Ability to take direction and constructive criticism.
• Shows initiative and needs minimal supervision.
• Excellent data entry skills and proficiency in Microsoft Office applications (Word, Excel, Outlook)
• Strong time management skills and an ability to organize, prioritize and coordinate multiple concurrent projects.
• Must be able to multi-task efficiently and effectively.
• Positive attitude.
• Customer service oriented with proof of historical background.
• Ability to adapt to different personalities and management styles.
• Ability to learn new software.
• A minimum of four (4) years' experience in the industry and/or in an administrative role reporting directly to upper management.
  
  

Required Compentencies

• Critical Thinking/Evaluation: The ability to interpret information to provide recommendations and solutions. This includes, but is not limited to, problem solving, researching, auditing, knowledge management and measurement and assessment skills.
• Communication: The ability to effectively and professionally present information. This includes verbal and written communication, presentation, active listening, and effective and timely feedback.
• Business Acumen: The ability to understand and apply information to contribute to the organization's strategic plan by understanding the company's' metrics and their correlation to the business and operational success.
• Relationship Management: The ability to manage interactions to provide service and to support the company. This includes, but is not limited to, customer service, responsiveness, teamwork, employee engagement, business networking (vendors), mentorship, proactivity, influence, and respect.
• Ethical Practice: The ability to integrate core values, integrity, and accountability throughout all organizational and company practices. This includes, but is not limited to, professionalism, confidentiality, trust, and rapport building and personal, professional, and behavioral integrity.
  
  

Physical Effort Required

• Position experiences interruptions; need for frequent shifting priorities, and deadlines.?
• This position works under usual office conditions.
• Required to work at a personal computer as well as be on the phone for extended periods of time.
• Must be able to stand, sit, walk, and occasionally climb for possible extended periods of time.
• Ability to lift or move up to 25 lbs.
• May require some travel for work, including but not limited to properties, events, etc.
• Working schedule: Hybrid (after first 90 days)
  
  

Salary Description

$26.50/hour

Required

Preferred

Job Industries

• Other