Executive Assistant

Provide administrative support to executive and/or senior level management. Responsible for company executive(s) calendar, meetings, files, documentation, communications, travel arrangements and other office projects and activities.

Primary Job Duties and Responsibilities (Essential Job Functions) Common activities are listed below.  Actual position responsibilities may vary.  Please refer to manager or human resources for specific duties and performance expectations of the position. 

1.  Executive assistant duties vary between executives and/or companies.  Incumbents should confirm specific job responsibilities with management.  General activities typically include:  (70-80%)

• Provide phone support to executives, exhibiting a high degree of professionalism.
• Oversee the electronic/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 and communicating results.
• Provide oversight and coordination of meeting and conference call scheduling on company executives(s) calendar(s) including special meeting/program needs.
• Prepare agendas, take and transcribe meeting minutes or provide back-up for this function.
• Oversee the maintenance of department’s 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 as appropriate. May follow-up on communications for president and company executives requiring action or response to ensure deadlines are met and appropriate action taken.
• Closely manage all aspects of travel arrangements including air, ground, and hotel. May review and approve management travel and entertainment expenses.

2.  Coordinate and/or assist others with various events, functions, promotions and meetings. (10-15%)

3.  Perform additional responsibilities as requested or assigned. (0-5%)

May Also Perform the Following Duties and Responsibilities The duties and responsibilities below are secondary functions that may or may not be performed by job incumbents at different locations.  Please refer to your manager or human resources to determine which of these functions apply to you.

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

 Performance Expectations

• Meet all performance and behavior expectations outlined in the company performance appraisal form or communicated by management.
• Perform responsibilities as directed achieving desired results within expected time frames and with a high degree of quality and professionalism.
• Establish and maintain positive and productive work relationships with all staff, customers and business partners.
• Demonstrate the behavioral and technical competencies necessary to effectively complete job responsibilities. Take personal initiative for technical and professional development.
• Follow the company HR Policy, the Code of Business Conduct and all subsidiary and department policies and procedures, including protecting confidential company information, attending work punctually and regularly, and following good safety practices in all activities.

Qualifications

Education:

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

Experience:

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

Knowledge and Skills:

• Proficiency in Microsoft Office programs: Word, Excel, PowerPoint, Outlook.
• Demonstrated organizational, analytical, problem-solving and time management skills.
• Strong written communication, editing, proofing and grammar skills.
• Effective verbal and interpersonal communication skills.
• Ability to prioritize and handle multiple tasks and projects concurrently.
• Demonstrated 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.

Other (licenses, certifications, schedule flexibility/OT, travel, etc.):

• 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)

Equal Opportunity Employer