What are the responsibilities and job description for the Executive Assistant position at HOATalent?
Our client sets itself apart in the property management industry by focusing on Association Management, ensuring that each client receives dedicated and specialized attention. Unlike competitors that may spread their expertise thin by offering a range of services like leasing and real estate sales, they leverage over 30 years of experience by its property management professional and CPA owners to provide unparalleled responsive, personal service. This approach guarantees direct access to the owners who oversee all operations, along with a property manager who maintains regular contact with the Association's President and is readily accessible through multiple channels, including in the event of emergencies, ensuring 24/7 support.
Moreover, they prioritize superior property maintenance as a cornerstone of enhancing property values, a testament to understanding the impact of well-maintained common areas on both the real estate community and prospective buyers. The company's commitment to maintaining a high standard of property appearance is matched by its responsible fiscal management, overseen by a CPA with extensive experience. Through established internal controls, timely financial reporting, and investment in the latest technology, they deliver cost-effective service that stands out for its quality, reliability, and focus on elevating the value and standards of the communities it manages.
Position Summary: We are seeking a highly organized and dynamic Executive Assistant to provide comprehensive support to our senior executives. This role demands exceptional multitasking skills, a high level of professionalism, and the ability to operate in a fast-paced environment. The ideal candidate will have proven experience in an executive support role and possess strong problem-solving and communication skills.
Key Responsibilities:
- Administrative Support: Manage daily schedules and calendars for executives, plan appointments, and meetings, make travel arrangements, and provide reminders.
- Communication Management: Handle incoming and outgoing communication on behalf of the executives including managing phone calls, emails, and postal mail.
- Document Preparation: Prepare, proofread, and edit documents including correspondence, reports, memos, and emails.
- Meeting Coordination: Organize and coordinate executive meetings, including arranging venues, handling logistics, preparing agendas, and taking minutes.
- Project Management: Assist with project management by coordinating with internal and external stakeholders to ensure timely and efficient project execution.
- Confidentiality: Maintain the utmost confidentiality of all sensitive or proprietary information.
- Financial Tasks: Assist with financial documentation including the creation of expense reports, processing invoices, and tracking departmental budgets.
- Event Planning: Organize and manage events such as board meetings, corporate gatherings, and staff functions.
Required Skills and Qualifications:
- Bachelor’s degree in Business Administration or related field preferred.
- At least 3 years of proven experience as an Executive Assistant or similar administrative role.
- Strong proficiency in MS Office (Word, Excel, Outlook, PowerPoint) and familiarity with business management software.
- Excellent verbal and written communication skills.
- Ability to prioritize tasks and delegate when appropriate.
- High degree of attention to detail and discretion with confidential information.
- Strong organizational and time management skills; ability to meet deadlines.
Preferred Qualifications:
- Experience in the property management or real estate industry is preferred but not required.
Benefits:
- Medical, Dental, Vision, 100% matched 401K, 15 yearly PTO days.
