Administrative Support Specialist

1 week ago

Mankato, Minnesota, United States Atwood Management Full time

Job Summary

We are seeking a highly skilled and organized Executive Assistant to provide administrative support to our team at Atwood Management. The ideal candidate will have a proven track record of delivering exceptional results in a fast-paced environment.

Key Responsibilities

  • Calendar Management: Coordinate and manage the owners' calendars, ensuring seamless scheduling and minimizing conflicts.
  • Communication Liaison: Serve as the primary point of contact between the owners and internal/external stakeholders, handling email correspondence, phone calls, and other communications with professionalism and discretion.
  • Travel Arrangements: Arrange travel itineraries, including flights, accommodations, and ground transportation for the owners' business trips and personal travel.
  • Meeting Preparation: Prepare meeting agendas, materials, and presentations for internal and external meetings attended by the owners, taking meeting minutes and following up on action items as needed.
  • Document Management: Maintain and organize electronic and physical filing systems for important documents, contracts, agreements, and other business records, ensuring accurate labeling and easy accessibility.
  • Office Management: Oversee the day-to-day operations of the office, including ordering supplies, managing office equipment, and coordinating maintenance and repairs as necessary.
  • Event Coordination: Assist with planning and coordinating company events, client meetings, and networking functions, including venue selection, catering, and logistics.
  • Content Creation: Collaborate with the Director of Marketing and owners to create a content calendar, overseeing the timely delivery of newsletters, social media, video, and podcast content.
  • Financial Administration: Support the owners with financial tasks, such as expense tracking and invoice processing, liaising with the accounting department as needed.
  • Special Projects: Assist with ad-hoc projects and initiatives assigned by the owners, which may involve research, analysis, and presentation of findings.
  • Confidentiality: Handle sensitive information with discretion and maintain confidentiality at all times, especially when dealing with proprietary business data and personal matters of the owners.

Requirements

  • Proven experience as an executive assistant or similar role, preferably in the real estate industry.
  • Excellent organizational and time management skills, with the ability to prioritize tasks efficiently.
  • Strong communication skills, both verbal and written, with a professional and courteous demeanor.
  • Proficiency in office software tools, such as Microsoft Office (Word, Excel, PowerPoint), and calendar/email management systems.
  • Attention to detail and accuracy in completing tasks, with a commitment to delivering high-quality work.
  • Ability to work independently with minimal supervision and take initiative to solve problems.
  • Flexibility and adaptability to handle changing priorities and work under pressure in a fast-paced environment.
  • Discretion and trustworthiness when handling confidential information.
  • Bachelor's degree or equivalent experience preferred.

Salary Range

$44,000 - $50,000/year

This role offers an exciting opportunity to work closely with the owners of a dynamic real estate brokerage and property management firm, contributing to the success and growth of the business through efficient administrative support.

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