FirstService Residential has a full-time opening for an Executive Administrative Assistant for the Regional office located in St. Petersburg, FL. Must be proactive, able to multi-task, fast-paced, engage and be able to travel on occasion.
Job Summary
Perform duties to provide administrative and office support to the Regional Directors, working within the limits of standard or accepted practice. Will be supporting 3 Regional Directors with various administrative duties. Must be able to handle challenges and prioritize workload as needed. Must have advanced Excel skills, strong Word, and Outlook. Outgoing personality – charismatic – bold.
Essential Duties & Responsibilities
- Provide executive and administrative support to the Regional Directors. Answer telephones and take messages, manage the calendar and screen, organize and route mail and other communications. Coordinate communications and activities between Executive and other departments and parties, and act as liaison to follow up and handle routine matters, questions and concerns as necessary. Compose and submit for review outgoing correspondence as required. Maintain and update contacts database and maintain and order office supplies.
- Arrange and/or organize meetings and events, including telephone conferences, webinars, presentations and trainings. Prepare and copy materials necessary prior to meetings and arrange required equipment and logistics. May attend Executive meetings, take notes and prepare minutes for distribution.
- Assist in the training of new managers on company systems and onboarding.
- Assist in preparation of course plans from company training modules and may require occasional attendance at evening meetings.
- Prepare any range of presentations, correspondence, documents and management reports. Track various results and create proposals, tables, spreadsheets, charts, or other documents related to data compiled. Check accuracy and issue for review. Generate periodic and special reports and distribute accordingly.
- Make travel arrangements including reservations for flights, hotels, and other related requirements.
- May require attendance at properties where a manager is on vacation or vacated the position.
- Manage and maintain invoice and expense reports. Manage profit and loss statements reconciliation and department budget. Input and process department payroll.
- Coordinate and facilitate various regional initiatives. Think critically and consult, where needed, to ensure quality towards work and projects.
- File, organize and maintain records.
- Support the region with other administrative projects and related duties.
- Maintain awareness of goals and vision of region, and support management and Executive team in achieving goals.
Disclaimer
The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees 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. NF/GA
Job Type: Full-time
Salary: $19.00 to $21.00 /hour
Experience:
- Executive Assistant: 5 years (Preferred)
- Microsoft Office: 5 years (Required)
- https://www.indeed.com/jobs?q=Administrative%20Assistant&l=34684&ts=1535305449577&rs=1&fromage=last&vjk=09d465952084f403
