What are the responsibilities and job description for the Personal Executive Assistant position at Glendale Realty Services Group?
Glendale Communities is a local multi-family property management company based in WNY that develops, acquires, invests in, and manages a wide range of multifamily properties. Our mission is to provide first-rate resident living experience and a people-first work environment for our team members. Glendale's professional staff is committed to providing the highest quality management services and housing options with over 4,000 apartments in great locations throughout WNY, Rochester and the Southeast.
Position Overview:
As the personal Executive Assistant to Company founder, you will be instrumental in providing administrative, organizational, scheduling/calendaring support. An individual in this role should be a mastery of time management, managing multiple schedules and tasks accordingly, as well as being tech savvy and self-starter.
You will be the gatekeeper to founder, assisting in managing their day to day, schedule and communications, and various other projects. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, and organizational support. To perform this job successfully, the individual is expected to manage sensitive and confidential financial, personnel and operational information while exercising professionalism and discretion.
Communication and Correspondence:
- Calendar; email; correspondence; presentations; reports; telephone calls; messages; travel coordination; meeting materials; and minute-taking.
- Manage and organize calendar and scheduling; issue reminders; respond to meeting requests. Proactively resolve and prioritize scheduling conflicts.
- Coordinate with other staff, outside vendors, organizations to schedule meetings/events.
- Receive, organize, respond to incoming/outgoing mail and email (directed to owner).
- Screen and prioritize emails, phone calls, and other communications.
- Draft and edit correspondence, communications, and other documents on executive behalf. Prepare professional presentations, reports, and other materials, as needed.
Project and Task Management:
- Assist with backlogged tasks, server organization, recordkeeping and filing.
- Manage deadlines, track progress, and ensure timely completion of tasks.
- Anticipate needs and proactively prepare materials for meetings or presentations.
- Lead, coordinate and manage special projects and initiatives as directed.
- Handle confidential and sensitive information with discretion.
- Assist with business related errands and personal tasks as needed.
Requirements:
- Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
- Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of executive support.
- Highly proficient in Microsoft 365, Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and various web platforms.
- 3-5 years’ relevant professional experience in office setting/executive support role. Associates/bachelor's degree in related field preferred.
- Experience in the real estate and property management industry is a plus but not required.
Benefits:
- Paid Holidays
- Paid Time Off
- Health, Dental & Vision Insurance
- Life Insurance
- 401(k)
- 401(k) Matching
- Annual Bonus/Raise Eligibility
Glendale Development provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, Glendale Development complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities.
