Executive Assistant

Company Overview

The BAM Companies (BAM) began in 2010 in the heart of Indianapolis. Affectionately referred to as the “BAMFAM” by its employees, the company is dedicated to changing the way property management operates. A property management company focused on achieving maximum benefit for residents, owners, and investors, BAM always acts with a focus on its core values of: Growth, Fun, Family, and Work-Life Balance. In utilizing industry knowledge, the strengths of the team, and market expertise, BAM is a company that knows how to succeed! We encourage you to join this winning team, and grow with us.

Summary

The Executive Assistant is primarily responsible for providing personal and administrative support to the President and COO. The Executive Assistant is expected to assist and have flexibility in working hours.

This position requires a proactive customer focused individual, in regards to professional matters, with an exceptional eye for detail and the ability to communicate and build relationships at all levels.

The person needs to be a forward thinker with a methodical approach, exceptional planning, and excellent organizational and communication skills. The ideal candidate is someone who can exceed expectations and go above and beyond while maintaining confidentiality in all aspects of his/her work and personal life.

Essential Job Functions

• Representing the COO in a pleasant and professional manner.
• Manage and maintain the calendar.
• Manage applications such as Google drive, Gmail, CRM programs, amongst other applications.
• Answer, directing, and making phone calls to appropriate parties or taking messages on behalf of the Client.
• Input necessary information with detail into the corresponding system for corporate team members to handle.
• Read and analyze incoming emails, memos, submissions, and reports to determine their significance and distribute accordingly.
• Assist Client and family on personal tasks such as personal shopping and miscellaneous errands.
• Take detailed notes on the Client’s needs and execute with precision.
• Make travel arrangements for Client and family members including but not limited to: lodging, ground transportation, air travel, entertainment, reservations, etc.
• Prepare agendas and additional arrangements such as meals for meetings occurring over lunch or breakfast or restaurant reservations for Client meetings as needed or requested.
• Works closely with other administrative staff and home staff to ensure all needs of the Client and administrative needs are met.
• Manage the Client’s personal events including all event details such as: catering, venue, décor, photography, rentals, entertainment, guests, etc. Responsible for the overall flow and execution of events.
• All other duties as assigned.

Competencies

• Ability to foresee the needs of the executive and handle concerns before they arise or meet his attention.
• Ability to take detailed notes on preferences, and follow instructions to the letter.
• A high level of customer service in a variety of environments.
• Awareness of the need to provide services in a sensitive and discrete manner such as not to affect the business.
• Ability to handle feedback in a calm, structured and professional manner.
• Attention to detail.
• Ability to handle and respond calmly to confrontational situations.
• Enthusiastic and respectful demeanor.

Required Attributes

• Professionalism
• Confidentiality
• Communication - Verbal & Written
• Organization
• Detail Oriented
• Resilience
• Thorough and Thoughtful Active Listening
• Flexibility
• Can-Do Attitude
• Timeliness
• Foresight
• Articulate
• Client Service Orientation
• Ability to Take Initiative
• Ability to Prioritize
• Sense of Urgency
• Persistency
• Resourcefulness
• Anticipation of Needs

Benefits

BAM offers a comprehensive benefits package that includes some out-of-the-box choices, but things being different and that challenge conventional wisdom is how we always operate.

• Paid Time Off - Upon starting each employee already will be able to enjoy all 14-and-a-half paid holidays that BAM observes! On top of that, when each employee hits their 90th day, we drop 88 hours of PTO into each person’s account. That only goes up on the employee’s first BAM-iversary when we add another 120 hours into each person’s bank.
• Traditional Medical and Health Benefits - We all need them, and BAM provides them at a bargain! Each year the company chooses to contribute a larger portion of the total benefits cost in an effort to not raise the employee’s contribution and lower it if possible. This package includes: medical, dental, vision, voluntary life, short-term disability, long-term disability, and a small pet benefit option.
• Company Culture - BAM strives to have and succeeds in always having the small company feel. You will never be a number, and will always be valued. We live out our values: (1) When People Grow, BAM Grows, (2) Loyal, Loving Family, (3) Fun, Quirky Spirit, and (4) Work Hard, Play Hard, WIN!
• Free Life Insurance - The company pays for $25,000 in life insurance free of charge to each and every employee.
• Personal & Professional Development - BAM pays for unlimited access to MytrueU which is a site that aggregates incredible community leaders and asks them to share their lessons learned, in order to enrich others.
• Events - BAM spares no expense in order to plan events for the entire company. No matter where the employee is working, we ensure that everyone can get together and live out our Core Values.

Work Environment

This job operates in a variety of locales including, but not limited to, the Client’s corporate office, their own home for selected remote work, various community and retail locations for tasks, and the Client’s home. This role routinely uses standard office equipment such as laptop computers, photocopiers, and smartphones. Also, reliable transportation is a necessity in this role due to the nature of personal errands.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to perform the essential functions of this job successfully. While performing the duties of this job, the employee is regularly required to talk and/or hear. The employee frequently is required to stand, walk, use hands and fingers to handle or feel, and reach with hands and arms. The employee must occasionally lift or move office products and supplies, up to 40 pounds.

Position Type/Expected Hours of Work

This is a full-time position, and will be expected to be available during standard business hours. Further, this role has an on-call aspect to it as needed and requested by the Client. This position is expected to have flexibility and availability.

Travel

Some local travel is expected for this position, but occasional, intermittent, distanced travel may also occur.

Work Authorization

Authorized to work in the United States of America.