Executive Administrative Assistant
4 weeks ago
Metropolitan Holdings develops, builds, acquires, and operates high quality apartment communities within Columbus, Cincinnati, Dayton, Akron, Delaware, and Kentucky. We are looking for an Executive Administrative Assistant to join our growing team. This position is responsible for performing a variety of administrative and executive duties and will be responsible to provide primary support to the Chief Executive Officer (CEO), Chief Operating Officer (COO), and VP of Development (VPD) for the Metropolitan Holdings corporate office.
Duties and Responsibilities
o Scheduling and calendar management includes maintaining CEO, COO, and VPD’s appointment schedule with meeting coordination, conferences, teleconferences, and travel, and other LT members as required.
o Managing the CEO’s personal calendar of events.
o Regularly meet or communicate with CEO, COO, and VPD to identify and maintain list of critical path items, activities or tasks requiring support.
o Collaborate with executive and internal team members, clients, prospects, vendors, partners, or others to coordinate calendars, schedule meetings, and physical or virtual meeting space needs.
o Coordinate signatures of relative documents as needed by CEO, COO, and VPD. Return signed documents to requesting party.,
o Make travel arrangements for executive staff such as booking flights, cars, and hotel or restaurant reservations.
o Confirm all meeting times and locations with attendees the day prior to the meeting.
o Attend critical meeting or events as identified by CEO, COO, and VPD; maintain and distribute minutes, task list and follow-up deliverables with attendees.
o Coordinate printing, reproduction, binding or other preparation of materials, for internal and external distribution.
o Assist the special projects manager with drafting, preparing and editing PowerPoint and other electronic presentations for internal meetings.
o Regularly communicate summary of completed or pending items, activities, or tasks.
o Conserves executive’s time by reading, researching, and routing correspondence; drafting documents; collecting and analyzing information; and initiating telecommunications.
o Draft, review and assist in finalizing correspondence and communications letters to be sent on behalf of the CEO, COO, and VPD. Print, distribute (and email) following final signature.
o Composing, preparing, and proofreading correspondence, office memos, and reports, while always maintaining required confidentiality.
o Ability to communicate with a high degree of verbal clarity and accept and respond to calls on behalf of the CEO, COO and VPD when necessary. This includes receiving and screening phone calls, emails, and visitors, answering a variety of questions with tact and diplomacy, taking messages, and sometimes redirecting calls appropriately for resolution.
o Coordinate requests for review and approval of items sent to the CEO, COO, and VPD. Prepare any items for signatures as needed. Distribute to internal and external recipients as required and file in company cloud-based software.
o Provides historical reference by developing and utilizing filing and retrieval systems and recording meeting discussions.
o Maintain a comprehensive contact list for the CEO, COO and VPD.
o Reconcile credit card expenses for the CEO, COO and VPD.
o Coordinate all staff and volunteer event planning
o Assisting with operations SOP planning and execution
o Assist with composing quarterly State of the Company deck preparation and communication
o Support the MHL Brand and Culture Committee on office events and culture programs, including but not limited to event planning and execution (holiday parties, summer company events, off- site meetings, volunteering, external/client events)
o Assist with special marketing Projects
o Main point of contact and liaison for investors
o Execute selected company-wide communications.
o Assist with office management duties in the absence of Administrative Assistant
Personal Requirements
o Flexible
o Excellent communication skills
o Extremely detail oriented
o Time management and ability to meet deadlines
o Professional
o Proactivity and self-starter / self-direction
o Ability to follow through on assigned tasks
o Creative problem solver
Skills and Qualifications
o 3-5 years’ experience as an Executive assistant
o Ability to maintain high levels of confidentiality
o Excellent project management and critical path processes
o Knowledge of MS Office Suite (including: Microsoft Word, Excel, Outlook, and PowerPoint) and Google Suite
o Highly organized and systematic tracking of information
o Possess excellent writing skills, including ability to assist with creating, editing, and finalizing documents for content, grammar and punctuation. Writing samples may be requested.
o Notary certification preferred but not required
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