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Executive Administrative Assistant

3 months ago

Temescal Valley, United States FirstService Residential Full time

This **Executive Administrative Assistant** directly supports and reports directly to the General Manager in implementing the strategic plan, goals, and objectives of the Association. The Executive Administrative Assistant assists the General Manager in the day-to-day operations and provides high-level administrative support.

**Compensation**: $25-$28 hour

**Responsibilities**:

- Manage and maintain the General Manager's busy calendar and proactively keep manager informed of any deadlines.
- Attending Board, Committee, staff, and other meetings as necessary.
- Prepare board meeting agendas, notices, and minutes in accordance with the governing documents, civil codes, and Robert's Rules of Order.
- Obtain signatures and maintain all corporate records.
- Prepare correspondence, memos, and other communications as requested.
- Assist in managing all agreements to ensure that they are executed and implemented appropriately between all organizations and that the financial obligations are accurately recorded.
- Ensure adherence to association policies and procedures, and compliance with corporate, civil code, and state and federal obligations.
- Meeting weekly (or as requested) with the General Manager
- Assist with code compliance and enforcement, ensuring policies are properly implemented and proper records are maintained.
- Assist in the roll-out any programs or initiatives as directed by the General Manager.
- Assist in special projects preparing presentations and other specialized reports.
- Attend and participate in professional group meetings.
- Schedule and attend monthly staff touch base and staff function meetings.
- Assist other staff in all landscape and maintenance issues.
- Answer and screen phone calls.
- Operate all office machines and equipment.
- Provide back-up and coverage for other administrative staff.
- Provide excellent customer service.
- Attend all company mandatory functions.
- Comply with company policies and procedures.
- Work cross-functionally with other departments as directed.
- Work effectively with co-workers and customers.
- Maintain strict confidentiality.
- Must consistently work regular scheduled hours and be flexible to meet business needs.
- Other duties as deemed necessary.

**Skills & Qualifications**:

- Excellent time management and ability to manage multiple priorities and meet deadlines
- Excellent verbal and written communication skills
- Strong organizational skills
- Proactivity and self-starter
- Problem-solving, critical thinking and decision-making
- Is technology literate
- Software knowledge - Microsoft Office Suite at intermediate to expert level
- Demonstrates good client interaction and visibility
- Demonstrate excellent research skills and ability to use creative alternatives.
- PR oriented

**Education & Experience**:

- Minimum high school diploma or equivalent education.
- Some college courses or training beyond high school preferred.
Associate or bachelor's degree desired.
- A minimum of five years in an administrative or executive administrative role.
Demonstrated advanced knowledge of office administrative practice & procedure, including use of Microsoft Office Suite at intermediate or expert level.
- Proficient in English

**Physical Requirements & Working Environment**:
The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Must be able to lift 25lbs.
- Must have finger dexterity for typing/using a keyboard.
- Must be able to sit for long periods of time at a desk.
- Must be mobile enough to move around office.
- Must be able to move about the community including standing on hard surfaces for long periods of time and walking on uneven surfaces.
- Talking and hearing occur continuously in the process of communicating with guests, supervisors, and other associates.
- Must be literate and articulate in written form to prepare correspondence.
- Must be able to handle multiple tasks.
- Must be able to handle pressure and deadlines related to the job.
- There may be occasions when it will be necessary to work various holidays and/or weekends.

**Tools & Equipment Used**:

- Valid California Driver's license including State mandated vehicle insurance.
- Public Notary desired, but not required.

***

**What We Offer**:

- Medical, dental, and vision plans (full time and part time 30+ hours)
- Part time 20+ hours qualify for dental and vision
- 401K match
- Time off including vacation, sick, and company paid holidays
- Pet insurance available
- Verizon discount
- Tuition reimbursement
- Legal services
- Free emotional wellbeing and daily life assistance support for all associates
- Domestic partner coverage
- Health savings account
- Flexible spending account

**About Us**:
FirstService Residential transforms the property management landsc