administrative specialist

**The Management Trust

Position Title:**
Administrative Specialist

Location:
Irvine, CA

Reporting To:
Division Executive Vice President

Status:
Non-Exempt, Full-Time

Salary:
$ $25.00/Hourly DOE

Company Profile
The Management Trust is a community association management company. We believe that building and maintaining a community takes more than just hammers and nails. It takes integrity, trust, experience, and support. Our success is based on the belief that effective management anticipates our clients' needs, not merely reacts to them. We are a company of creative and committed individuals driven by grand aspirations and are proud to be the only 100% employee-owned community management firm in the nation. Our Employee Owners are encouraged to actively participate in growing our business by helping define best practices every day. It is in this spirit that we encourage you to explore this opportunity to join The Management Trust team.

Employee Owner Position Purpose
The Administrative Specialist is responsible for providing exceptional customer service and quality administrative support to both internal and external clients, including, but not limited to: supporting the Executive Leadership team and Division offices with administrative needs, performing special projects/research, and various coverage

Job Duties And Responsibilities

• Provide support to the Division Leadership teams, including preparing marketing meetings, setting up conference rooms, preparing required reports, calendaring, ordering business cards, and ordering food/supplies for meetings, office/company events including fundraising events.
• Consolidate and distribute information in an accurate and organized manner, including internal status reports, contact/phone lists, and organizational charts
• Coordinate and monitor customer survey, responses to both internal and external customer feedback and inquiries
• Anticipate the needs of Leadership and coordinate with them on announcements, research projects, updating internal records, and establishing systems and processes for tasks with ongoing needs
• Stay keenly organized on recurring items, especially those related to employee engagement
• Monitor and order office supplies, including in local area breakrooms
• Coordinate with remote Division offices for supply ordering and approval
• Support setup, scheduling/reservations, and distribution of information related to industry marketing, advertising, and sponsorship opportunities
• Ensure industry mandated membership and licensing requirements are processed and adhered to
• Assist with client orders, maintain and process receipt reimbursement/allocation
• Coordinate with vendors and suppliers for marketing and/or employee events
• Price marketing materials and track projects upon request
• Register employees for industry events and track training/registration information
• Support employee engagement by preparing birthday cards, new hire posters/welcome kits/lunches, anniversary posters/cards, and scheduling/monitoring internal charitable donation programs for all Division offices
• Coordinate facility needs for local offices including HVAC requests and repairs for office equipment
• Assist with reception back-up and support when needed
• Other duties and special projects as assigned

Qualifications

• High School Diploma (or equivalent); Associate's degree preferred
• Ability to be intuitive regarding the needs of the Leadership team
• Solid knowledge of Microsoft Outlook Suite, Excel, Word, Publisher, PowerPoint, Desktop Publishing, or any internal systems used for calendaring, reporting, or communications.
• Proficiency in administrative and event support with generally between 1-3 years of experience
• Ability to meet deadlines and address time-sensitive issues
• Superior multi-tasking skills paired with data gathering, organizing, and auditing aptitude
• Ability to work effectively under pressure with frequent interruptions
• Excellent written and verbal communication skills
• Ability to provide high-level customer service with astute attention to detail and organization
• Must be a team player
• Ability to manage workflow amid shifting priorities
• Willing to learn Company processes and procedures, and learn/use proprietary software
• Adaptable and dependable with a solid attendance record
• Professional and respectful demeanor with all homeowners, staff, vendors, external parties, and guests at all times
• Work independently, with little direction, and as part of a team
• Ability to exercise considerable judgement, maintain confidentiality, and act with diplomacy and tact at all times

Special Position Requirements

• Must have reliable transportation
• Must have and maintain a valid driver's license and vehicle insurance in compliance with Company policy

Essential Functions

• Use standard office equipment, including: computer, phone, copier/scanner, etc.
• Be stationary for periods of time
• Relocate up to (25) pounds
• Travel to and from offsite locations

SUPERVISES OTHERS? IF SO, LIST:

• None

Schedule & Travel

• Monday-Friday from approx. 8:00 am-5:00 pm
• This position may require occasional long hours to meet business needs

The Management Trust is an Equal Opportunity employer. We celebrate and support diversity.
TMT reserves the right to modify this job description at any time based on business need.