Executive Assistant, Terra West Management Services

Description

Terra West Management Services’ primary goal is to 

provide excellent service to both internal and 

external clients by living through our Core Values. 

Our culture and business thrives when each team

member works positively, cooperatively and

respectfully with every person we come in contact

with. In addition to performing the essential

functions of the position, our ideal candidate would

contribute to the cultural health and overall success

of the company by identifying with and promoting

our Core Values.

Essential Duties and Responsibilities:

The primary responsibility of the Executive Assistant is to provide administrative support to the Chief Strategy Officer and Director of Community Management through a variety of tasks and responsibilities, which include, but are not limited to:

· Handle sensitive information in a confidential manner. 

· Completion of assigned tasks accurately and in a timely manner. 

· Manage Excel and Share Point databases to ensure information is collected, maintained and distributed regularly for executive review.

· Draft memorandums, policies and announcements based off direction from executives.

· Research and manage a database of industry articles, information, and disseminate, as requested.

· Audit projects to ensure compliance with company policies and report findings to executives to measure performance objectives.

· Track projects and discussion points to formulate meeting agendas.

· Assist with expense report tracking.

· Manage project lists based off updates and progress reports provided by leadership.

· Be an ambassador for the company’s mission statement, visions and policy rollouts.

· Organize and schedule meetings as directed, including sending out meeting invites, reserving conference room, coordinating meeting material, ordering refreshments, and setting up for the meeting.

· Provide real-time scheduling support by booking appointments and preventing conflicts.

· Attend meetings when requested and take minutes when needed.

· Prepare and distribute correspondence, memos, letters, faxes, and forms.

· Answer and direct phone calls.

· Reply to email and telephone inquiries.

· Maintain contact lists.

· Maintain filing system.

· Send and receive mail and packages.

· Handle multiple projects as assigned.

· Carry out administrative duties such as filing, typing, copying, binding, scanning, etc.

· Daily interaction with internal staff members in a professional and courteous manner.

· Create and/or revise spreadsheets as directed.

· Assist in the preparation of presentation materials.

· Plan events such as internal staff meetings or luncheons.

· Other tasks as assigned.

Core Competencies:

To perform the job successfully, an individual should demonstrate the following competencies to perform the essential duties and responsibilities of this position:

· Must be professional in both appearance and character. 

· Commitment to the highest level of customer service as an example from an executive level. 

· High proficiency in Microsoft Office and Outlook is required. 

· Fast Paced Work Environment – requires candidate with excellent time management skillset and thrives in such an environment.

· Organized and focused on quality in a paperless environment.

· Works well in a position that creates change and creating a positive energy through its implementation.

· Good decision-making abilities.

· Attention to detail.

· Excellent verbal and written communication skills. 

· Knowledge of office management systems and procedures. 

· Excellent time management and follow-through skills. 

· Ability to handle many tasks simultaneously with the ability to work effectively under time constraints and deadlines. 

Minimum Qualifications:

· Minimum 2 Years’ administrative office experience. 

· Computer proficiency in Word, Excel and Outlook.