Executive Assistant

Primary Job Duties and Responsibilities

• Provide administrative support to executive and/or senior level management. Manage calendars, meetings, files, documentation, communications, travel arrangements, and other office projects and activities.
• Executive assistant duties vary between executives and/or companies. Confirm specific job responsibilities with management. General activities typically include: 70-80%
• Provide phone support to executives with a high degree of professionalism.
• Oversee electronic and hard-copy mail management, including responding to routine correspondence and inquiries.
• Scan business and industry journals and perform internet searches for industry and company-related topics; communicate results.
• Coordinate meeting and conference call scheduling on executives calendars, including special meeting/program needs.
• Prepare agendas, take and transcribe meeting minutes, or provide backup for this function.
• Oversee maintenance of department subject files and record retention.
• Reconcile/process invoices, statements, forms, and other paperwork.
• Order departmental supplies and oversee maintenance of office equipment.
• Prepare correspondence and other reports/documentation for executive review/signature; follow up on communications requiring action to ensure deadlines are met.
• Closely manage all aspects of travel arrangements including air, ground, and hotel; review and approve management travel and entertainment expenses.

• Provide support to branch managers and department heads on various issues.
• Process real estate license applications for new and transferring agents; oversee license renewal process.
• Manage warranty package program and related activities.
• Prepare and file legal documents and may represent company in earnest money disputes.
• Assist with construction coordination/planning of new offices and existing office renovations; coordinate with vendors.
• Provide support, training and work direction to office staff; may serve as backup to staff in their absence.

• Meet all performance and behavior expectations outlined in the company performance appraisal form or as communicated by management.
• Perform responsibilities as directed, achieving desired results within expected time frames and with high quality and professionalism.
• Establish and maintain positive and productive work relationships with all staff, customers and business partners.
• Demonstrate behavioral and technical competencies necessary to complete job responsibilities; take initiative for technical and professional development.
• Follow the company HR policy, Code of Business Conduct, and all subsidiary and department policies, including protecting confidential information, punctuality, regular attendance, and safe practices.

• Associate’s degree in business or related major preferred; or equivalent work experience and knowledge.

• Three to five years of administrative experience working with senior/executive management personnel.

• Proficiency in Microsoft Office programs:
  Word, Excel, PowerPoint, Outlook.
• Strong organizational, analytical, problem-solving and time management skills.
• Excellent written communication, editing, proofreading, and grammar skills.
• Effective verbal and interpersonal communication skills.
• Ability to prioritize and handle multiple tasks and projects concurrently.
• Ability to maintain a high degree of confidentiality.
• Leadership abilities and ability to work in a team environment.
• Detail-oriented with the ability to work independently and responsibly with minimal supervision.

• Notary public designation preferred.

We offer a full suite of benefits including Medical, Health Savings Account, Dental, Vision, Life Insurance, Paid Vacation (PTO), 401(k) with employer match, Flexible Spending Account, and Employee Assistance Program (EAP).

This employer is an equal opportunity employer. This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.