Executive Assistant

Job Overview:

As an Executive Assistant, you’ll be responsible for providing a broad range of administrative support to the region president and other senior leaders. Performs office work directly related to managing office operations, calendar management, planning and coordinating corporate meetings including luncheons and special events, complete with agenda and itinerary preparations, managing projects, and providing general assistance in a fast-paced environment. This individual contributor role is a highly sought out and visible internal regional resource.

Your Responsibilities:

• Responsible for providing general support to region president, SVP of Accounting, HR VP, and other members of the executive team as needed, and or for special projects.
• Serves as the office liaison with the building and facilitates office maintenance needs.
• Prepares expense reports, reconciles PCard and FedEx reporting, including allocations and community billbacks.
• Submit and approve corporate vendor invoices in AVID and ADP work flows as needed.
• Manages new client contract execution, distribution of, and maintenance of electronic and hard copies.
• Responsible for sending out various communications on behalf of leadership.
• Source, plan, coordination, and execution of all executive meetings held in the office, as well as group activities held in other venues, transportation, and hotel coordination:
• Set up conference rooms, order and prepare meals including food set/clean up.
• Create name tags, table tent cards, print materials.
• Purchase and set up snacks and drinks in the meeting room.
• Parter with VP of HR on various projects and initiatives, including all regional recognition programs. Includes ordering and distribution of awards, calendar invitations, power point decks, etc.
• Order flowers, gift cards and other gifts for employees as requested by executives.
• Handles requests for The Addison conference room bookings.
• Assist leadership with hotel, flight and car reservations as needed.
• Receive and distribute incoming faxes for Dallas and Fort Worth offices.
• Manage and approve reservation requests for Dallas office conference rooms.
• Proofread correspondence for accuracy of general grammar, spelling, etc.
• General administrative tasks include email, answering phones, faxing, mailing, filing, and scanning/photocopying.
• Ensure that the telephone is answered properly, and messages are handled courteously, accurately and in a timely manner.
• Preferably, serves as office notary related to community management documents, including but not limited to management certificates, bankruptcies, and foreclosures.
• Practice and adhere to FirstService Residential Global Service Standards and Company Values; demonstrate culture and brand ambassadorship.
• Conduct business at all times with the highest standards of personal, professional, and ethical conduct.
• Follow all policies, safety precautions, and Standard Operating Procedures as outlined and instructed by Management.
• Perform any range of special projects, tasks and other related duties as assigned.
  
  

Skills and Qualifications:

To perform this job successfully, an individual must be extremely detail-oriented and organized, able to multitask and manage upwards, ability to exhibit discretion in all matters confidential and otherwise, ability to work well with all levels within the company, handle multiple deadline-driven projects with ease while under pressure, and be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• 3 years of experience supporting senior leadership, including prior general office and administrative support and responsibilities.
• High School Diploma required; bachelor’s degree preferred or equivalent experience.
• Working independently, critical thinking, problem solving, judgement and decision-making abilities are necessary.
• Ability to maintain the highest degree of confidentiality.
• Demonstrated ability towards attention to detail, successful multi-taking, pursuit of accuracy and compliance.
• Ability to influence and hold key stakeholders accountable for deadlines.
• Ability to communicate ideas, policies, practices clearly and concisely, both orally and in writing.
• Ability to exercise judgement and discretion in establishing and maintaining effective working relationships.
• Strong analytical and problem-solving skills and a high degree of initiative and creativity.
• Must be able to work effectively and efficiently under pressure and maintain composure when facing deadlines and associated seasonal workload demands.
• Must be able to work independently and prioritize time effectively.
• Collaborative decision-making, relationship building and problem-solving skills.
• Strong working knowledge and demonstration of customer service principles and practices.
• Self-starter with excellent communication, interpersonal and customer service and telephone skills.
• Intermediate to advanced knowledge of Microsoft Applications, particularly Word, Outlook, Excel, and Power Point; ADP Vantage a plus.
• English proficiency required.
  
  
  

Physical Requirements:

The work environment characteristics are normal office conditions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Must be able to exert at least 25 lbs. on a regular basis following appropriate safety procedures.
• Occasional overtime may be required, including before/after business hours.
• Must be able to sit for extended periods of time.
• Talking and listening occur continuously in the process of communicating with clients, supervisors, associates, residents, and vendors.
• Must have enough mobility to walk around office often.
• Must have finger dexterity for typing/using a keyboard.
• Based upon business needs, hours over and above normal office hours may be required.
• Regular and predictable attendance
• Driving personal vehicle when necessary for office needs; must have valid driver’s license and minimum state mandated vehicle insurance.
  
  
  

What We Offer:

As a full-time non-exempt associate, you will be eligible for full comprehensive benefits to include your choice of multiple medical plans, dental, and vision. In addition, you will be eligible for time off benefits, paid holidays, and a 401k with company match. Occasional travel may be required to attend training and other company functions.

Compensation: Up to $36 / hour

Disclaimer:

The above information on this description has been designed to indicate the general nature and level of work performed by associates within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of associates assigned to this job. 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.

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