Executive Assistant

Summary

Provides administrative services at the corporate office to the Chief Operating Officer and Chief Investment Officer. Clerical duties may be assigned in accordance with establishment office procedures and may include a combination of managing email accounts and calendars filing creating reports etc.

• Answers and responds to phone calls and communicates messages when necessary.
• Manages schedule including calendars scheduling appointments conference rooms conference lines etc.
• Manages travel and expense reports.
• Manages communication by drafting reviewing and sending internal and external written communications; and liaising with internal team members and external constituencies (including for example executives peers and vendors) on various projects and tasks.
• Updates company and departmental SharePoint pages to reflect updated activities policies news upcoming events etc.
• Assists in management of Bloom Growth Entrepreneurial Operating System (EOS) software including running software during applicable meetings documenting meeting activities and updating Bloom Growth accountability chart and company / team priorities.
• Gathers information prepares reports and presentations using Excel Word Power Point Adobe and other software products. Must have strong working knowledge of these programs and the ability / aptitude to quickly learn new software products.
• Provides assistance with corporate events.
• Works closely with the COO and CIO to inform / remind them of upcoming commitments and responsibilities. Anticipates COOs and CIOs needs in advance of meetings conferences etc.
• Manages Outlook email accounts for COO and / or CIO by prioritizing messages for executives and responding when necessary.
• Tracks action items and follows up on outstanding tasks to ensure timely completion.
• Exercises discretion and judgment to keep proprietary business information data transactions and correspondence confidential.
• Utilize AI to conduct research enhance and streamline processes etc.
• Assist / provide support to other team members reporting to the COO and CIO when required. Includes willingness to provide administrative assistance and / or take on one-time and recurring special projects.
• Prepares conference rooms for meetings including setting up applicable technology ensuring required supplies are present and providing refreshments.
• All other duties as assigned.

Must hold a valid drivers license and have reliable transportation for travel to and from work as well as running errands as needed.

To perform the job successfully an individual should demonstrate the following competencies :
Analytical - Collects and researches data. Problem Solving - Identifies and resolves problems in a timely manner;
Gathers and analyzes information skillfully. Written Communication - Writes clearly and informatively;
Edits work for spelling and grammar;
Varies writing style to meet needs;
Presents numerical data effectively;
Able to read and interpret written information. Organizational Support - Follows policies and procedures;
Completes administrative tasks correctly and on time;
Supports organizations goals and values. Adaptability - Adapts to changes in the work environment;
Manages competing demands;
Changes approach or method to best fit the situation;
Able to deal with frequent change delays or unexpected events. Attendance / Punctuality - Is consistently at work and on time;
Ensures work responsibilities are covered when absent;
Arrives at meetings and appointments on time.

No Supervisory Responsibilities

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Regular attendance at work is an essential function for the employee to complete daily tasks at the property site as well as interaction with prospective clients vendors residents and employees on a daily basis

Employee is regularly required to sit;
Use hands to finger handle or feel;
Reach with hands and arms;
Talk and hear;
Employee can occasionally lift up to 25 pounds. Walk the property to show units manage employees inspect grounds and ensure the appearance of the property is maintained.

Specific vision abilities required by this job include Close vision;
Distance vision;
Peripheral vision;
Depth perception;
Ability to adjust focus;

Employee is frequently indoors in a temperature-controlled environment.

To perform this job successfully an individual must be able to perform each essential duty satisfactorily and have the ability to work a consistent schedule. The requirements listed below are representative of the knowledge skill and / or ability required. Reasonable accommodations may be made to enable individuals with disabilities to…