Executive Administrative Assistant

$47,000 - $53,000/Yr

Laurel Real Estate - Pittsburgh, PA

Full-time - Entry Level

Pittsburgh, PA

Real Estate

About the position

Laurel Real Estate Services, LLC is seeking a reliable and proactive Executive Administrative Assistant to join our Corporate Support Team. This position is ideal for individuals who exude positivity and optimism and thrive in a fast-paced work environment. The Executive Administrative Assistant will perform a variety of administrative and clerical tasks to support both site-level teams and corporate leadership, ensuring the efficient operation of the office. This role requires upholding the company's culture and core values, providing exceptional customer service to residents, and maintaining high standards of professionalism and integrity. The Executive Administrative Assistant will manage communication by handling correspondence such as emails, letters, and packages, and will facilitate communication between leadership and site-level teams. Responsibilities include drafting, proofreading, and editing documents, answering and directing phone calls, and coordinating with vendors. Additionally, the assistant will schedule meetings and appointments, maintain calendars, and remind team members of upcoming events. Planning, coordinating, and executing company celebrations and outings will also be part of the role. In terms of administrative support, the Executive Administrative Assistant will assist with the preparation of reports, presentations, and data, maintain and update filing systems, and order office supplies while managing inventory. Customer service is a key component of this role, as the assistant will act as the first point of contact for visitors and clients, addressing and resolving inquiries and complaints. Team support is also essential, as the assistant will help with project coordination and tracking, as well as support other team members with various administrative tasks as needed. Office management responsibilities include ensuring that office equipment is properly maintained, organizing and maintaining a tidy office environment, and controlling the appropriate level of office supplies. The role also involves data entry and record keeping, where the assistant will input and manage data in various systems and databases while maintaining accurate records and files. Confidentiality is crucial, as the assistant will handle sensitive information with discretion. This job description may not encompass all responsibilities and duties, and activities may change with or without notice.

Responsibilities

• Manage correspondence (e.g., emails, letters, packages).
• Manage communication throughout leadership and site level teams.
• Draft, proofread, and edit documents and communications.
• Answer and direct phone calls.
• Coordinate with vendors.
• Schedule meetings and appointments.
• Maintain calendars and remind team members of upcoming events.
• Plan, coordinate and execute company celebrations and outings.
• Assist with preparation of reports, presentations, and data.
• Maintain and update filing systems, both electronic and physical.
• Order office supplies and maintain inventory.
• Act as the first point of contact for visitors and clients.
• Address and resolve customer inquiries and complaints.
• Assist with project coordination and tracking.
• Support other team members with various administrative tasks as needed.
• Ensure office equipment is properly maintained and serviced.
• Organize and maintain a tidy and functional office environment.
• Maintain and control appropriate level of office supplies.
• Input and manage data in various systems and databases.
• Maintain accurate records and files.
• Handle sensitive information with discretion and confidentiality.

Requirements

• Proven experience as an Executive Administrative Assistant or in a relevant administrative role.
• Proficiency in MS Office (MS Excel and MS Word, in particular).
• Excellent time management skills and the ability to prioritize work.
• Attention to detail and problem-solving skills.
• Excellent written and verbal communication skills.