Executive Personal Assistant

3 weeks ago

Jupiter, United States Florida Land Fund Management LLC Full time
Job DescriptionJob Description

Position Title: Executive Personal Assistant

Reports to: COO

Secondary Executive Team

FLSA: Non-Exempt Hourly

Type of Position: Full Time

Qualifications: Four years minimum experience in property management or allied field. Expert knowledge of industry standard practices in leasing, tenant relations, vendor relations, property maintenance, code and compliance. Proven ability to negotiate and professionally represent the company to investors, potential and current business associates. Track record of successfully training and developing others to be successful in their assigned roles and responsibilities.

Competencies:

  1. Ability to multitask, prioritize and manage time appropriately resulting in successful completion of projects.
  2. The ability to produce outstanding results through empowering others or by working independently
  1. Possess communication skills both written and verbal that produce successful and productive outcomes at all levels.
  2. Ability to work both independently and as part of a team and to take on different roles within the team setting.
  3. Strong organizational, analytical and verbal skills. Think outside the box
  4. Is comfortable in support role and doing tasks that might be considered menial.
  5. Operate with integrity and honesty having the best interest of FLF as a priority.

Essential Job Functions: Accountable for providing property management support for FLF commercial and multifamily property division. Executive assistant to the executives of FLF Management by providing both professional and personal support.

  1. Oversee the management of principal’s calendar/schedule, email, tracking of his to-do lists, arrange meetings, perform clerical tasks and interact with clients and investors.
  2. Assist with principal’s responsiveness, returning phone calls, getting signatures from multiple people to finalize documents
  3. Undertake private tasks for the principal, i.e. personal and business vacation travel, vehicle maintenance, hair cut appointments, etc.
  4. Follow up on tasks assigned by company principal to managers
  5. Coordinate professional and personal/private schedules
  6. Respond timely to emails
  7. Other tasks assigned to you by company executives based on their admin support needs (COO, President, Owner, Senior VP, CFO, Controller, Senior Accountant, VP of Acquisitions, Construction Project Manager
  8. Other tasks assigned to you as you learn the business


Non-Essential Job Functions:

*Other tasks as assigned by your supervisor, not listed as essential job functions.

Physical Requirements:

  1. Will need to be able to walk within the office and the properties.
  2. Will need to perform the following physical activities (10% to 30%):

Example:

bend/stoop/squat/kneel

Perform routine office duties such as filing into high and low cabinets.

climb stairs

If the need arises to visit properties that do not provide elevator access

push or pull and standing and walking

Everyday activities

reach above shoulders

Store supplies

grasp/grip/turning and finger dexterity

Typing, writing, handle packages and

Supplies

  1. Lifting/carrying (supplies, resident packages, files, etc.)

Over 50 lbs.

Rare need (less than 1%)

Between 10 – 25 lbs.

Occasional need (1% to 33%)

Less than 10 lbs.

Frequent need (33% to 100%)

NOTE: Lifting and carrying of weights exceeding 50 lbs. is often accomplished with assistance from one or more persons. Examples of heaviest items lifted include, but are not limited to cases of paper, heavy resident packages and cases of soda/water. Wear Personal Protective Gear such as provided back brace, when necessary.

Vision Requirements:

  1. Constant need (100%) to read and review reports, view computer screen and wide variety of correspondence.
  1. Frequent need to see small detail.
  2. Frequent need (33%-50%) to see things clearly beyond arm’s reach.


Hearing, Speaking and Written Requirements:
  1. Constant need (100%) to receive or give instructions from/to management, communicate via telephone and in person with staff, residents, clients, vendors, etc.
  1. Constant need (100%) to communicate either in writing to residents, clients, staff, vendors, corporate and prospects.
  1. Ability to read, write and understand English.
Driving Requirements:
  1. Must have a valid driver’s license, insurance and car registration if driving for business purposes. You may be asked to do errands and you may be requested to travel for the company using your own vehicle
Working Environment:

  1. Indoors (80%).
  2. Outdoors (20%)

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