Executive Assistant

Purpose of Job

Provide administrative support to executive and/or senior level management. Responsible for company executive(s) calendar, meetings, files, documentation, communications, travel arrangements and other office projects and activities.

Primary Job Duties and Responsibilities (Essential Job Functions)

Common activities are listed below.  Actual position responsibilities may vary.  Please refer to manager or human resources for specific duties and performance expectations of the position. 

1. Executive assistant duties vary between executives and/or companies.  Incumbents should confirm specific job responsibilities with management.  General activities typically include:  (65-75%)

• Provide phone support to executives, exhibiting a high degree of professionalism.
• Oversee the electronic/hard copy mail management, including responding to routine correspondence and inquiries.
• Provide oversight and coordination of meeting and conference call scheduling on company executives(s) calendar(s) including special meeting/program needs.
• Prepare agendas, take and transcribe meeting minutes or provide back-up for this function.
• Oversee the maintenance of department’s subject files and record retention.
• Reconcile/process invoices, statements, forms and other paperwork.
• Prepare correspondence and other reports/documentation for executive review/signature as appropriate. May follow-up on communications for president and company executives requiring action or response to ensure deadlines are met and appropriate action taken.
• Closely manage all aspects of travel arrangements including air, ground, and hotel. May review and approve management travel and entertainment expenses.

• Coordinate and/or assist planning for various events, functions, promotions, training and educational seminars and meetings. (10-15%)
• Ensure brokers are fluent in the CRM and can use it on a daily basis, as desired by each broker. (10-15%)
• Ensure brokers have profiles on all real estate portals, and remove profiles when brokers separate. (10 – 15%)

• Perform additional responsibilities as requested or assigned. (0-5%)

May Also Perform the Following Duties and Responsibilities

The duties and responsibilities below are secondary functions that may or may not be performed by job incumbents at different locations.  Please refer to your manager or human resources to determine which of these functions apply to you.

1. Provide support to branch managers and department heads on various issues.
2. Provide support to the company Foundation and for Diversity initiatives.
3. Act as liaison between department leaders, with assistance on various inter-department initiatives as needed.

Performance Expectations

• Meet all performance and behavior expectations outlined in the company performance appraisal form or communicated by management.
• Perform responsibilities as directed achieving desired results within expected time frames and with a high degree of quality and professionalism.
• Establish and maintain positive and productive work relationships with all staff, customers and business partners.
• Act with a high level of discretion and professionalism at all times.
• Demonstrate the behavioral and technical competencies necessary to effectively complete job responsibilities. Take personal initiative for technical and professional development.
• Follow the company HR Policy, the Code of Business Conduct and all subsidiary and department policies and procedures, including protecting confidential company information, attending work punctually and regularly, and following good safety practices in all activities.

Qualifications

Education:

• Associate’s degree in business or related major preferred; or equivalent work experience and knowledge.

Experience:

• Three to five years of administrative experience working with senior/executive management personnel.

Knowledge and Skills:

• Proficiency in Microsoft Office programs: Word, Excel, PowerPoint, Outlook.
• Demonstrated organizational, analytical, problem-solving and time management skills.
• Strong written communication, editing, proofing and grammar skills.
• Effective verbal and interpersonal communication skills.
• Ability to prioritize and handle multiple tasks and projects concurrently.
• Demonstrated ability to maintain a high degree of confidentiality.
• Leadership abilities and ability to work in a team environment.
• Detail-oriented with the ability to work independently and responsibly with minimal supervision.

Other (licenses, certifications, schedule flexibility/OT, travel, etc.):

• Notary public designation preferred.

Wage:   $70,000.00 - $80,000.00 annually; actual wage is based upon education and experience. 

Benefits:   Full suite of benefits including Medical, Health Savings Account, Dental, Vision, Life Insurance, Paid Vacation (PTO), 401(k) with employer match, Flexible Spending Account, and Employee Assistance Program (EAP)

Equal Opportunity Employer