Executive Administrative Assistant

1 month ago

Charlotte, United States VEST Residential Full time

Title: Executive Administrative Assistant


Supervisor Title: CEO and COO


Position Summary:

Vest Residential is a fast-paced organization in an accelerated growth period that seeks a motivated, talented Executive Administrative Assistant (EAA) to support the Chief Executive Officer (CEO) and Chief Operating Officer (COO) of Vest Residential. This position is full-time. The successful candidate will need to live in and be willing to work in our corporate office in Charlotte, North Carolina on a full-time basis. Typical work hours will be 8:00 am - 5:00 pm, Monday-Friday, with the opportunity to work remotely on Friday. You are a quick learner, organized, can work independently and take initiative. While repetitive tasks are certainly part of this position, the tasks assigned can vary from week to week based on the Leaders’ needs and the needs of the business. Your most important responsibility is to ensure that administrative tasks and projects are completed with an elevated level of efficiency, confidentiality, accuracy, flexibility, and positively, to support the initiatives of the Leaders.


What You Will Do:

· Professional and personal administrative tasks including, but not limited to, booking appointments, research projects, coordinating travel, and ordering supplies/gifts/flowers, etc.

· Meeting management needs including preparing agendas, distributing action items, and arranging catering as needed.

· Reviews and/or assists in preparing expense reports for certain managerial personnel by analyzing and evaluating information, reconciling receipts and supporting documentation

· Maintains calendars for meetings, events, and other appointments, schedules appropriate meeting rooms/locations and time, and resolves scheduling and other conflicts as necessary to ensure effective use of time and resources.

· Prepares documents, letters, presentations, and other communication materials for internal distribution; types and spell-checks documents; creates graphs and other displays; complies with document retention policies, and acts as liaison for questions related to communication.

· May handle incoming and outgoing mail, including maintaining the postage meters and shipping supplies, ensuring timely distribution of incoming mail, screening and sorting priority from non-priority items as directed, and preparing overnight and special mail delivery packages.

· May assist with new business marketing presentations.


Who You Are:

· Quality Communicator: The EAA must be an excellent communicator, in both written and oral form. This includes proficiency in spelling, grammar, and punctuation. This also includes being able to take information and summarize it quickly both in writing and orally on a regular basis. You must also be able to track communication (and be very responsive) across multiple channels without losing any details. Those channels could include in-person meetings, virtual video calls, Microsoft chat messages, text messages and/or emails.

· High Level of Discretion: Since our EAA will regularly work with confidential information, discretion and sensitivity regarding financial information is necessary.

· Team Player: In addition to working directly with the Leaders, the EAA will also work with members of the senior leadership team. They will need to be able to collaborate and communicate well with these team members, maintaining a can-do spirit and not complaining, making excuses, or gossiping.

· Independent Thinker: Your work with the Leaders may include ambiguous situations where you will need to provide clarity. You are a confident, independent thinker who demonstrates sound judgement and proposes solutions rather than simply drawing attention to problems.

· Anticipating Needs: As a part of our commitment to enabling our Leaders to serve our company and customers at the top of their game, our EAA is a proactive problem solver who is passionate about anticipating and meeting the needs of others.

· Organizational Skills: You must be detail-oriented and organized, able to locate a document or recall protocol at a moment’s notice, as well as generate contracts and agreements for new clients.

· Affinity for Technology: Our administrative assistant will be a technologically savvy user and will not be intimidated by learning new technology. Proficiency in the following tech platforms is ideal: Microsoft Office Suite, SharePoint, and virtual collaboration tools such as Microsoft Teams.


Requirements:

· Bachelor’s degree preferred with one plus years in a C-suite setting. Prior administrative experience in Real Estate or Property Management background preferred, but not required.

· Must be able to remain in a stationary position at least 75% of the time

· Must be able to lift up to 50 pounds.

· Travel will be required. Frequency will be, on average, 25% - 50% depending upon the time of the year, events planned, support needed, etc.

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