Executive Personal Assistant

2 months ago

Saint Robert, United States Matt Smith Real Estate Group Full time
Job DescriptionJob DescriptionAre you an excellent planner and organizer? We’re hiring an executive assistant to provide administrative support to the team lead and help us achieve our organizational goals. Your role is key to ensuring plans are made, schedules are set, meetings happen on time, and files are neatly organized and up-to-date. Ideal candidates are proactive, love diving into projects, working with others, and are interested in playing a big role in the vision of our organization. If this sounds like you, apply belowCompensation:

$16 - $20 per hour, depending on experience

Responsibilities:
  • Be the main point of contact for high-level executive
  • Manage office duties such as organizing filing systems and ordering office equipment and supplies
  • Make sure basic bookkeeping duties are completed in a timely manner
  • Other assistant duties as assigned from executives such as pick up orders, and other personal assistant tasks
  • Organize incoming information such as phone calls, voicemail messages, emails, and memos and report details to an executive
  • Operate systems to keep information flowing
  • Prepare and share daily updates with the CEO including reminders and questions
  • High level of communication required with leadership team to ensure all details and actions are relayed in a timely manner
  • CEO Support
  • Work in unison with CEO supporting professional calendar, travel and business email, as requested
  • Own daily management of Matt Smith Real Estate Group
  • Provide administrative support and management of executive team meetings and offsites, including sharing weekly updates from leadership team, preparing weekly materials, OKRs and other tasks as needed by the team
  • Own office management functions, including sorting mail, ordering supplies, coordinating lunches, initiating conference and A/V set-up for meetings, scheduling support, and other office-related tasks to support the team
  • Taking notes in meetings and following up on action items
  • Handle highly confidential and sensitive information
  • Maintain compliance with all company policies and procedures
  • Perform administrative tasks as needed and other related duties as assigned
  • Work on other special projects as needed
  • Coordinate and support client, vendor, and team events
Qualifications:
  • 2+ years performing supportive duties in a personal assistant or executive assistant role, or similar
  • High school diploma or G.E.D. required
  • Comfortable meeting deadlines and handling confidential information
  • Must be comfortable using Microsoft Office
  • Excellent communication skills, time management skills, interpersonal skills, and organizational skills
  • 2+ years of previous experience in an operational support role preferred
  • Persistent Resourcefulness; ability to make the impossible possible
  • Remain calm under pressure
  • Possess tech prowess; proficient in Google G-Suite, Slack, Calendly, and other tech-related apps and programs with the ability to troubleshoot as needed
  • Possess big-picture thinking and foundational knowledge of the organization
  • Act as the gatekeeper with strong attention to prioritization, multi-tasking, follow-through, detail, and organizational skills while maintaining a sense of urgency
  • Possess ironclad discretion including the ability to handle privileged and confidential information
  • Possess anticipation both situational and personal; always be one step ahead
  • Exhibit a high level of emotional intelligence including reading people’s emotional cues and body language
  • Ability to problem solve, including to analyze and identify key issues and information
  • Strong follow-up skills, including perseverance and creativity to work within an unconventional environment
  • Excellent verbal and written communication skills
  • Be able to work independently with little direction and possess a strong sense of ownership of role and responsibilities
  • Willingness to participate in all levels of administrative support duties; whatever it takes to get the job done with a positive attitude
  • Demonstrated dependability; ability and willingness to continuously acquire new competencies and accept new challenges
  • Flexibility to work after hours, on weekends as needed
About Company

Matt Smith Real Estate Group is the number one team in Mid-Missouri, with a proven track record of providing exceptional real estate and property management services to its clients. This is your opportunity to join a culture of excellence and contribution. We are proud to be listed as one of Inc 5000's fastest-growing companies three years in a row. Our Core Focus is Changing Lives, and we are seeking a highly skilled, dedicated, and motivated individual to join our team and contribute to our mission.

www.mattsmithrealestategroup.com

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