Executive Assistant to Estate Manager in Hawaii

Unclassified - Manalapan, FL

Full-time

Manalapan, FL

About the position

The Executive Assistant plays a crucial role in ensuring the smooth operation of the office by overseeing general office coordination, managing correspondence, and supporting staff with various administrative tasks. This position requires a proactive individual who can handle multiple responsibilities, maintain organization, and provide excellent support to the team.

Responsibilities

• Oversee all aspects of general office coordination.
• Answer telephones and transfer to appropriate staff member.
• Open, sort and distribute incoming correspondence, including faxes, mail and email.
• Sign for and distribute UPS/FedEx or similarly delivered packages and keep log of deliveries.
• Perform general clerical duties including bookkeeping, copying, faxing, mailing and filing.
• File and retrieve invoices, documents, records and reports.
• Coordinate and maintain records for office space, telephones, parking, and office keys.
• Set up and coordinate meetings and conferences.
• Make travel arrangements for staff.
• Collect and maintain inventory of office equipment, office supplies, restrooms, and kitchen.
• Arrange for the repair and maintenance of office equipment.
• Support staff in assigned project-based work.
• Assist with overall maintenance of the organization and its offices.
• Ensure cleanliness and organization of office space, kitchen and conference room.
• Coordinate and document subcontractor site visits and review appropriate invoices for accuracy.
• Review and prepare for approval of related invoices prior to submittal to accounting.
• Other projects as assigned by Estate Manager.

Requirements

• Knowledge of principles and practices of organization, planning, records management and general administration.
• Minimum of 40 WPM typing ability.
• Efficient in Microsoft Office Software and QuickBooks.
• Ability to communicate effectively.
• Ability to operate standard office equipment, including computers, telephone systems, typewriters, calculators, copiers and facsimile machines.
• Ability to follow oral and written instructions.
• Demonstrate good personal control and judgment under normal and stressful conditions.
• Able to understand the needs of others and to offer viable cost effective solutions to diverse problems.
• High School degree or equivalent.
• Minimum 5-year experience in related field.

Nice-to-haves

• Experience in a private estate environment.
• Track record of longevity in positions.
• Understanding of private estate management or similar, such as luxury hotel experience.