Administrative Assistant to the COO

My Florida Regional Mls - Orlando, FL

Full-time - Mid Level

Hybrid - Orlando, FL

Real Estate

About the position

Stellar MLS is seeking an Administrative Assistant to support the Chief Operating Officer (COO) in a dynamic and fast-paced environment. This role is crucial as it serves as the linchpin of the COO's team, managing a variety of tasks with finesse and efficiency. The Administrative Assistant will be responsible for optimizing the COO's time for strategic thinking and decision-making by managing schedules, facilitating communication, and ensuring that all administrative functions run smoothly. This position requires a proactive individual who can handle multiple responsibilities seamlessly while maintaining a high level of professionalism and discretion. In this full-time, hourly, non-exempt role, the Administrative Assistant will perform essential duties such as managing the COO's calendar, preparing confidential correspondence, arranging complex travel plans, and adhering to compliance regulations regarding board meetings. The role also involves preparing reports on travel and event expenses, handling routine matters on behalf of the COO, and attending management and executive meetings to take notes and follow up on action items. The Administrative Assistant will provide quality customer service to both internal and external customers and may be required to work overtime and travel occasionally. This position is hybrid, requiring the ability to work both in the office and remotely within the state of Florida. To succeed in this role, the Administrative Assistant must possess strong organizational and time management skills, excellent written and verbal communication abilities, and a proactive approach to problem-solving. The ideal candidate will have a strong work ethic, the ability to maintain confidentiality, and the flexibility to adapt to changing environments. The role also requires physical capabilities such as acceptable vision and hearing, the ability to stand for extended periods, and the capacity to lift up to 30 pounds occasionally. A minimum of five years of experience supporting executives, proficiency in Microsoft Office Suite, and a high school diploma or GED are required, with real estate or MLS experience being a plus.

Responsibilities

• Manage the COO's calendar and schedule appointments.
• Prepare confidential correspondence and reports.
• Arrange complex travel plans, including lodging and meal planning.
• Adhere to compliance regulations regarding board and committee meetings.
• Handle routine matters on behalf of the COO with minimal supervision.
• Attend management and executive meetings, taking notes and following up on action items.
• Coordinate in-house meetings and room rentals as necessary.
• Provide quality customer service to internal and external customers.
• Record all hours worked and obtain approval for overtime as required.
• Cross-train for other departmental functions as needed.

Requirements

• Minimum of five years of experience supporting executives.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• High school diploma or GED required.
• Strong organizational and time management skills.
• Excellent written and verbal communication skills.
• Ability to maintain discretion and confidentiality.
• Experience working in a team-oriented, collaborative environment.
• Ability to adapt to changing environments and remain composed under pressure.

Nice-to-haves

• Real estate or MLS experience is a plus.

Benefits

• Disability insurance
• Health insurance
• Dental insurance
• Life insurance
• 401K plan
• Personal time off
• Volunteer days