Job Details
Description
If you share our passion, are looking for professional growth in a stable, fun and friendly environment, we want to hear from you! The Executive Assistant is responsible for administrative duties assisting the WPM Chief Executive Officer, VP of Administration, Sr. Legal Counsel, and Sr. IT Director (Corporate Executive Team or CET) with tasks specific to the individuals, overall corporate operations support, and special projects and initiatives as assigned. This is an in office, full time position.
- starting annual salary of $55,000 based on experience**
Essential Functions
- Provides multi-faceted administrative support and assistance to ensure effective use of an executive's time and productive interactions with staff and the public.
- Handles a wide range of administrative and support tasks and independently initiates and implements processes to manage projects, information, and people.
- Manages the executive's schedule, meeting preparations, follow-up tasks, and travel arrangements.
- Conducts research and information gathering on behalf of the executive and prepares summaries and reports.
- Develops positive and strategic relationships at all levels of the organization.
- Uses discretion, judgment, and knowledge of the organization to facilitate the executive's activities and maintain confidentiality.
- Remains easily available to CET via text, phone, or email during regular work hours
- Maintains working tasks and projects lists via programs like Asana
- Attends and takes minutes for meetings as directed; Distributes meeting materials
- Makes meeting arrangements, including location, materials, AV setup, and refreshments
- Assists with high-level correspondence and legal filings; may include drafting, proofing, and/or distributing
- Manages the monthly company credit card reconciliations process for CET
- Moves invoices through the approvals process
- Maintains corporate document files and audits as assigned
- Circulates documents for signature via DocuSign or similar program
- Produces requested reports and other key information from WPM software systems (example: monthly financial statements for properties that CEO serves as Asset Manager for)
- Redirects communications to and requests of CEO to other departments as appropriate
- Interfaces with all WPM departments to solicit information, assistance, or services for CEO
- Becomes proficient in all WPM Management Software Systems (Entrata, Vantaca, Sage)
- Supports special projects as assigned; may include tasks performed at property sites
- Participates in Corporate committees and organizes office functions as directed
- May be asked to assist with personal tasks for the CEO
Required Knowledge, Skills, And Abilities
- Exercises a high level of discretion and integrity; must sign a non-disclosure agreement
- Models WPM Company values in word and deed
- Is comfortable managing multiple, competing priorities and changing course quickly
- Performs duties efficiently, timely, and with attention to detail
- Possesses excellent business communication and customer service skills
- Cultivates positive relationships with co-workers and clients
- Works well both independently and on a team
- Maintains a high level of organization in all areas of responsibility or influence
- Highly skilled with all core Microsoft Office programs (Word, Excel, and PowerPoint)
- Ability to quickly learn new computer applications and vision to apply these applications to enhance business processes.
Education And Experience
- High School Diploma or equivalent
- Minimum 3 years’ experience as an administrative professional; executive support preferred
- Excellent organization skills, flexibility, and dedication required
- Prior work in Real Estate Management preferred, prior work in the legal field a plus
- Experience with Property Management software systems a plus
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