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Executive Assistant
3 months ago
The Executive Assistant provides administrative support to the Vice President of Compliance & Strategy, which leads the Division comprised of Compliance, Resident Services Programs, and Business System departments, and the Vice President of Corporate Administration and Maintenance, which leads the Division comprised of Maintenance, Human Resources, and Administration. The Executive Assistant will be responsible for streamlining intradepartmental and interdepartmental functional processes to ensure effective and efficient operations.
Essential Job Duties:
- Works directly with the Vice Presidents to support all aspects of daily operations.
- Maintains the Vice President’s calendar, including scheduling meetings, appointments, and travel arrangements.
- Exercises discretion in committing time and evaluating needs for calendaring.
- Serves as a liaison between the Vice Presidents, Directors, staff, and the public. This may include receiving and screening phone calls and visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution.
- Coordinates work with other divisions, as needed, to support company goals and projects.
- Coordinates the submission of monthly reports required from Compliance, Resident Services Programs, and Business Systems and follows up, as needed.
- Assist the Vice Presidents in developing presentations for internal and external audiences, including a variety of special projects, spreadsheets, and special reports.
- Keeps the Vice Presidents abreast of time-sensitive/priority issues, ensuring appropriate follow-up.
- Manages printing, mail/overnight packages, copying, filing, and email/messages.
- Composes and prepares letters relating to routine correspondence for the Vice President’s signature.
- Schedules departmental meetings: assists in preparing and distributing meeting agendas and materials and takes meeting notes.
- Prepares, reconciles, and submits expense reports.
- Maintains hard copy and electronic filing systems.
- Always maintain confidential and sensitive information.
- Tracks the Division’s new hires in coordination with the Recruiter to ensure onboarding training and performance evaluations are managed effectively. Provides regular updates to the Vice Presidents.
- Other additional and/or alternative duties as assigned from time to time, including supporting other departments or Executives as needed.
Experience & Education:
- Bachelor’s degree in Business Administration or equivalent combination of education and experience.
- Proven experience as an Executive Assistant or other relevant administrative support experience. Minimum 2 years.
- In-depth understanding of the entire MS Office suite.
- Disciplined to be a self-starter, work independently, and be part of a team.
- Ability to multi-task and establish priorities in a sometimes busy and stressful environment.
- Ability to establish positive and collaborative relationships with all staff.
- Strong verbal, written, and interpersonal communication skills.
Computer & Software Skills:
- Must have foundational computer skills, including Microsoft Office Suite (Outlook email and calendaring) and the Internet.
TRAVEL:
- Occasional local travel.
- Must have a valid California Driver’s License, proof of current vehicle insurance, and driving record that meets TELACU Industries insurer’s criteria; must be able to use own vehicle in the course of work.
COVID-19 Vaccination:
- Must be fully COVID-19 vaccinated by the first day of work. A copy of the CDC COVID-19 Vaccination Record Card must be submitted to Human Resources.
Physical Requirements:
- Constantly (6-8 hours per day) -Sitting, Using hands to finger, handle or feel (computer operation).
- Occasionally (up to 3 hours per day)-Standing, Walking, Stooping/Bending, Reaching with hands and arms, Lifting of up to 20 lbs.
Work Environment & Exposures:
Position may require occasional exposure to fumes or airborne particles, vibration and loud noise levels. Will be exposed to varying weather conditions, soil, pollen, grass and plant materials and fertilizer while working; will be exposed to cleaning solutions of home strength; may be exposed to industrial strength solutions for pest control, paints or solvents. Hazards: Occasionally exposed to biohazards such as blood borne pathogens, sewage, building waste.
TELACU Offers a Competitive Benefits Package:
- Medical health coverage options: Limited HMO, Full HMO and POS.
- Dental coverage options: Dental HMO (DMO) and PPO.
- Vision PPO insurance option.
- Flexible Spending Account (FSA) for Medical Expense Reimbursement & Dependent Day Care.
- 401 (k) Retirement Plan with generous employer match.
- Company Paid Basic Life/ AD&D Insurance.
- Voluntary Supplemental Basic Life/ AD&D Insurance.
- Company Paid Long-Term Disability.
- Company Paid Employee Assistance Program (EAP).
- Colonial Voluntary Supplemental Insurance Options.
- Paid Time Off for Vacation, Sick and Holidays.
- Education Reimbursement.
