Lead Office Assistant

Job Summary/Overview This role is titled Executive Assistant but plays a pivotal role for the entire administrative department. The Executive Assistant is responsible to support staff and provide personalized and organized support as needed to the executive in a professional and timely manner. Must be flexible, and organized to meet the demands of our growing organization. The best fit for this role would be an individual who is forward-thinking, and an independent worker who can take initiative for projects. Proactive administrative work and attention to detail, along with strong communication skills are a must. Schedule Monday-Friday 7:00 AM - 3:30 PM Essential Duties and Responsibilities The following statements describe the principal functions of this position and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. Individuals may be expected to perform other duties as assigned, including working in other areas to cover absences or balance the workload. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. To coordinate and prioritize executive communications, including taking calls, responding to emails and interfacing with employees, vendors, and residents all while ensuring handling of confidential content. Prepare internal and external documents for manager or at the direction of manager, for team members reviewing for completeness and proper formatting before reaching the GM. Manage highly confidential and sensitive information related to business strategy, employee matters, financial data and executive decision-making with absolute discretion. Arrange staff appreciation events Develop and maintain an organized filing system of paper and electronic documents ensuring information is easy to retrieve and consistently updated. Anticipate information needs of the General Manager while safeguarding confidential data and limiting access, upholding a strict level of confidentiality with access on a need-to know basis. Research necessary resident or employee information as requested by manager Run monthly service order report for manager Proofread communications to ensure clarity, professionalism and error free content. Sustain a level of professionalism among staff, vendors and residents Screens and directs incoming calls and mail correspondence. Responds independently when possible and immediately directs those requiring priority attention Creates and maintains spreadsheets, schedules, reports and other records to shore up processes and procedures Manages GMs calendar and independently schedules appointments with careful attention to timing, potential conflicts and all logistical details. Arranges meetings, events, or conferences by arranging for facilities and caterer, issuing information or invitations, and controlling meeting/event budget Coordinates office activities, develops and recommends office procedures and systems to ensure smooth office operations Adjusts priorities quickly in response to shifting business needs, urgent request or changes in the GM's schedule. Collaborates across departments, adapting communication style to different audiences and circumstances. Perform other duties as assigned Confidentially, discretion and good judgment essential to the position Education & Experience High School Diploma or equivalent is required Additional specialized technical courses and/or college degree in related field is a plus Minimum of 3+ years of experience as an Assistant reporting directly to senior management Knowledge, Skills, and Abilities Advanced knowledge of Microsoft Office, with an ability to become familiar with firm-specific programs and software Proficient skills in collaboration and delegation of duties Strong organizational, project management and problem-solving skills with impeccable multi-tasking abilities Exceptional interpersonal skills Must possess excellent telephone, oral and written communication skills Strong customer service skills Friendly and professional demeanor Must possess the ability to work cooperatively with others, self-start and work independently in the absence of manager Manages confidential and time‑sensitive information with precision and the ability to adjust workflows as circumstances evolve. Physical Requirements Physical demands are those of a property management site environment. Organizational Relationships Reports to : General Manager/Vice-President Special Requirements Must pass a background check and drug screen.

Pay:

From $22.25 per hour

Benefits:

401(k) Dental insurance Health insurance Health savings account Life insurance Paid time off Referral program Vision insurance

Work Location:

In person