Avenue5 is a growing, and we are in search of an executive assistant to join our dynamic team of Fivers!
About Us
We are a vibrant third-party multifamily property management firm with locations across the United States. We are proud of our vibrant, inclusive, make-it-happen culture, where we :
- Listen to our associates, recognize them, and give them room to grow
- Invest in our associates to help them become the best version of themselves
- Approach every important decision with our associates in mind
- Celebrate our associates’ successes and encourage them to raise the bar even highe
Summary of Responsibilities
The executive assistant / office manager oversees the day-to-day business activities of one or more assigned executives. The role is a critical support position and acts as the key liaison among associates, suppliers, and clients with the assigned executive(s). In addition, this position is responsible for managing the office operations and insuring processes are streamlined and aligned with the allocated budget.
Primary Responsibilities and Objectives
Provide professional administrative support for executive level associates to include research, preparing statistical reports, handling information requestMaintain and manage busy calendars and respond to copious meeting requests that require frequent re-prioritizationAnticipate potential scheduling conflicts and proactively address them accordingly. Present a polished demeanor and communication style, both verbal and written, to prospects, clients, associates, and suppliers.Arrange internal and external meetings, including lodging and meeting accommodations for large and small groupsHandle sensitive business matters and confidential information with discretion, tact, and diplomacyProvide general project management assistance, including maintenance and upkeep of action plans and timelines, scheduling meetings, and interfacing with project groups as neededProduce PowerPoint presentations, organizational charts, word documents, and excel spreadsheetsMonitor and manage correspondence from management, associates, clients, suppliers, and potential investorsCoordinate travel arrangements and expense reportsManage inventory of all office suppliesPerform other duties as assignedEducation and Experience
High School diploma is required. Bachelor’s degree is preferred.Three to five years of experience in a professional, office environment supporting executives at senior vice president level and above is requiredOne to two years of experience in Concur is requiredOne to two years of property management experience is preferredOne to two years of experience in Salesforce and Yardi is preferredSkills and Requirements
Advanced level knowledge with Microsoft Office Suite including Outlook, Word, PowerPoint, and Excel skills; expert level certification preferredStrong interpersonal skills to communicate with all levels of management effectively and sensitivelyExcellent written and verbal communication skillsSensitivity to confidential matters is requiredAttention to detail and highly organizedStrong communication skillsRequired to complete and successfully pass the Avenue5 Fair Housing and Preventing Discrimination and Harassment training and other courses if assignedScheduling
Required to maintain a regular schedule which may require working overtime, weekends, and non- traditional holidaysFull-time, in officeEnvironment
Exposure to environment typically found in an office buildingExposure to hot, cold, wet, humid, or windy conditions (temperatures may vary depending on the weather in the different regions)Exposure to noise, vibrations, atmospheric conditions, as well as working in confined or restricted spacesPotential exposure to communicable diseases through frequent contact with publicPossible exposure to short-tempered or aggressive peoplePotential exposure to chemicals, electrical shock, heights, mechanical parts or machines, and firePhysical Requirements
Avenue5 will make reasonable accommodations to enable individuals with disabilities to perform the essential functions. These functions include, but are not limited to :
Ability to lift, push, and pull up to 25 poundsHearing and visual ability to observe and detect signs of emergency requiredMust be able to sit, stand, reach, bend, and stoop for extended periods of timeTalking and expressing or exchanging ideas by means of the spoken word. Those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.Perceiving the nature of sounds at normal speaking levels with or without correctionAbility to receive detailed information through oral communication, and to make the discriminations in soundVisual requirements including color, depth perception, and field visionAbility to compare, copy, coordinate, synthesize, negotiate, communicate, and instructAbility to tolerate stressful situationsAbility to work under minimal to moderate supervisionThis job description is not an all-inclusive list of functions and tasks. Over the length of employment these functions and tasks may change.
Diversity
Diversity creates a healthier atmosphere : Avenue5 is an Equal Employment Opportunity / Affirmative Action employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, protected veteran status, disability status, sexual orientation, gender identity or expression, marital status, genetic information, or any other characteristic protected by law.
