Executive Assistant

3 weeks ago

Broward County, United States FirstService Corporation Full time

Job Overview:

As an Executive Assistant, you'll be responsible for providing a broad range of administrative support to the Region President and the role has deliverables to support Legal and Real Estate. This is an in-person role, reporting to the South Region HQ. Performs office work directly related to managing office operations, calendar management, planning and coordinating corporate meetings including luncheons and special events for the South Region Leadership Team, complete with agenda and itinerary preparations, managing projects, and providing general assistance in a fast-paced environment. This individual contributor role is a highly sought out and visible internal regional resource.

Your Responsibilities:

* Responsible for providing general support to Region President with project support for South Region Leadership team.
* Act as the gatekeeper by handling complex calendar management for the President regarding meetings with his leadership team, national counterparts, in addition to corporate and company meetings.
* Prepare PowerPoint presentations for various meetings that are informational, professional and aesthetically pleasing while also building out the notes.
* Serves as the office liaison with the other Region offices and the Company's Head office in Dania Beach.
* Prepares expense reports, reconciles P-Card and FedEx reporting, including allocations and community billbacks.
* Submit and approve corporate vendor invoices in AVID and ADP work flows as needed.
* Responsible for sending out various communications on behalf of leadership with support from South Communications team when needed.
* Source, plan, coordination, and execution of all executive meetings held in the office, as well as group activities held in other venues, transportation, and hotel coordination:
* Set up conference rooms, order and prepare meals including food set/clean up.
* Create name tags, table tent cards, print materials.
* Purchase and set up snacks and drinks in the meeting room.
* Assist leadership with hotel, flight and car reservations as needed.
* Proofread correspondence for accuracy of general grammar, spelling, etc
* General administrative tasks include email, answering phones, faxing, mailing, filing, and scanning/photocopying.

Skills & Qualifications:

* 5+ years of experience supporting senior leadership, including prior general office and administrative support and responsibilities.
* High School Diploma required; bachelor's degree preferred or equivalent experience.
* Must have valid driver's license and minimum state mandated vehicle insurance.
* Infrequent travel to Region offices, events and overnight planning sessions
* Working independently, critical thinking, problem solving, judgement and decision-making abilities are necessary.
* Ability to maintain the highest degree of confidentiality.
* Demonstrated ability towards attention to detail, successful multi-taking, pursuit of accuracy and compliance.
* Ability to influence and hold key stakeholders accountable for deadlines.
* Ability to communicate ideas, policies, practices clearly and concisely, both orally and in writing.
* Ability to exercise judgement and discretion in establishing and maintaining effective working relationships.
* Strong analytical and problem-solving skills and a high degree of initiative and creativity.
* Must be able to work effectively and efficiently under pressure and maintain composure when facing deadlines and associated seasonal workload demands.
* Must be able to work independently and prioritize time effectively.
* Collaborative decision-making, relationship building and problem-solving skills.
* Strong working knowledge and demonstration of customer service principles and practices.
* Self-starter with excellent communication, interpersonal and customer service and telephone skills.
* Intermediate to advanced knowledge of Microsoft Applications, particularly Word, Outlook, Excel, and Power Point; ADP Vantage a plus.
* English proficiency required.

Travel:

* Infrequent travel to Region offices, events and overnight planning sessions

What We Offer:

As an exempt associate, you will be eligible for full comprehensive benefits to include your choice of multiple medical plans, dental, vision. In addition, you will be eligible for time off benefits, paid holidays, and a 401k with company match.

Disclaimer:

The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties and responsibilities to this job at any time.

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