Executive Assistant Position Available In Miami-Dade, Florida

Executive Assistant FirstService Residential – 3.4 Miami, FL Job Details Full-time 7 hours ago Benefits Paid holidays Health insurance Dental insurance Vision insurance 401(k) matching Qualifications Microsoft PowerPoint Microsoft Word Microsoft Excel Microsoft Outlook Customer service 5 years Mid-level Windows Microsoft Office Administrative experience Analysis skills Bachelor’s degree Organizational skills Business Associate’s degree Communication skills

Full Job Description Description Job Overview:

Provide nearly invisible support to the VP’s and RD’s, acting with little supervision, anticipating needs while managing the day-to-day workflow and prioritizing various projects, which includes scheduling, contact management, preparing materials for meetings and participating in a wide range of special projects. The job duties listed are typical examples of the work performed by positions in this job classification. Not all duties assigned to every position are included, nor is it expected that all positions will be assigned every duty. Provide executive and administrative support to the VP’s and RD’s. Answer telephones and take messages, 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 handle and resolve conflicts on behalf of Executives as necessary. Manage the executive calendar, set tentative appointments, confirm, and arrange or organize meetings and events as required. Prepare materials and agendas necessary prior to meetings and coordinate required equipment and logistics. Attend Executive Committee meetings, take notes and prepare minutes for distribution. 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. Manage complaints of internal and external customers and ensure good standing within the Better Business Bureau. Receive complaint, conduct research, follow up with proper parties and assist with issue resolution. Serve as Liaison and communicate status of complaints with the Executive Team. Make required travel arrangements including reservations for flights, hotels, and other related requirements. Manage and maintain invoice and expense reports. Manage profit and loss statements reconciliation and department budget. Input and process department payroll. Maintain and order office supplies and materials. Manage, coordinate and facilitate various management initiatives. Think critically and consult, where needed, to ensure quality towards work and projects. Maintain awareness of goals and vision of department, and support management and Executive team in achieving goals. 10. Assist the VP’s, RD’s and CAM’s with research, training and administrative support as required. Act as liaison between VP, RDs, and CAMs to ensure clear communication. Manage time cards and time off requests, including but not limited to the bench. Researching and conducting data to prepare documents for review and presentation to boards of directors, committees, and executives.

Your Responsibilities:

Practice and adhere to FirstService Residential Global Service Standards. Conduct business at all times with the highest standards of personal, professional and ethical conduct. Perform or assist with any operations as required to maintain workflow and to meet schedules. Notify supervision of unusual operating problems and the need for additional resources. May participate in any variety of meetings and work groups to integrate activities, communicate issues, obtain approvals, resolve problems and maintain specified level of knowledge pertaining to new developments, requirements, policies, and regulatory guidelines. Ensure all safety precautions are followed while performing the work. Follow all policies and Standard Operating Procedures as instructed by Management. Perform any range of special projects, tasks and other related duties as assigned.

Skills & Qualifications:

Associate’s Degree in Business or related field from an accredited college or university; and five to seven years related experience; or equivalent combination of education and related experience. Bachelor’s Degree preferred Utilize analytical skills and demonstrate broad understanding of the business to effectively interpret and anticipate needs. Exhibit sound judgement and the ability to make decisions in the absence of direction. Works effectively without constant and direct supervision or guidance. Strong administrative background • Excellent organization, planning, motivation and interpersonal skills. Critical thinking, complex problem solving, judgment and decision-making abilities. Excellent customer service skills. Excellent verbal and written communication skills. Detail oriented and strong organizational and multi-tasking skills. Must have strong proficiency in Windows and Microsoft Office, including but not limited to Word, Excel, Power Point, and Outlook. Strong proficiency researching the Internet. Ability to work with highly sensitive or confidential information. Ability to meet deadlines and work well under pressure. Ability to work in a team environment as well as independently and be self-driven

What We Offer:

As a full-time associate, you will be eligible for full comprehensive benefits to include your choice of multiple medical plans, dental, and vision. In addition, you will be eligible for time off benefits, paid holidays, and a 401k with company match. Occasional travel may be required to attend training and other company functions.

Disclaimer:

The above information in 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.