Executive Assistant

$44,199 - $53,228/Yr

Unclassified - Prairie Village, KS

Full-time - Entry Level

Prairie Village, KS

About the position

The Executive Assistant will serve as the primary point of contact and support for the Owner of Keller Williams Kansas City Metro. This role is crucial in managing day-to-day tasks, communications, and ensuring the smooth operation of the business. The Executive Assistant will be responsible for a variety of administrative and project management tasks that require a high level of organization, attention to detail, and the ability to manage multiple projects simultaneously. The ideal candidate will be proactive, resourceful, and capable of handling confidential matters with the utmost professionalism. Key responsibilities include project management, where the Executive Assistant will follow up on coaching sessions and ensure all action items are completed. They will set up and automate systems to improve efficiency across the business and manage a project management platform to streamline processes and track progress. Calendar and appointment management is another critical aspect of the role, which involves monitoring calendars, confirming appointments, and coordinating travel arrangements. The Executive Assistant will also be responsible for data and contact management, social media and online presence, reporting and documentation, and administrative support. This includes drafting and sending official communications, coordinating tasks with other staff members, and attending meetings to take notes and ensure follow-up actions are completed. Additionally, the role involves event coordination, personal assistance, and maintaining an organized system for managing and prioritizing tasks and projects. The Executive Assistant will keep the Owner informed and on track with their task list and daily priorities.

Responsibilities

• Follow up on coaching sessions and ensure all action items are completed.
• Set up and automate systems to improve efficiency across the business.
• Manage and implement a project management platform to streamline processes and track progress.
• Monitor calendars, ensuring all appointments are met and sending reminders as necessary.
• Confirm and coordinate all appointments, including travel arrangements and meeting logistics.
• Research travel options and manage travel bookings, including flights, accommodation, and ground transportation.
• Confirm all travel arrangements and ensure itineraries are up to date.
• Confirm completion of all monthly Google Sheet reports.
• Create and maintain various spreadsheets for tracking recruitment, goals, agent performance, market share, and more.
• Develop and improve scoreboards to enhance the business's data consumption.
• Draft and send offer letters, job descriptions, and other official communications.
• Coordinate and follow up on tasks with other staff members to ensure projects are completed on time.
• Attend meetings, take notes, and ensure follow-up actions are scheduled and completed.
• Assist in planning and coordinating events and utilize Zoom and other tools to facilitate virtual attendance.
• Handle mail, research requests, and various personal tasks as needed by the Owner.
• Maintain an organized system for managing and prioritizing tasks and projects.
• Keep the Owner informed and on track with their task list and daily priorities.

Requirements

• Proven experience as an Executive Assistant or in a similar role.
• Proficiency in Microsoft Office Suite, Google Workspace, and project management platforms.
• Strong organizational and multitasking abilities.
• Excellent communication skills, both written and verbal.
• Ability to handle confidential information with discretion.
• Familiarity with social media platforms and digital communication tools.
• A proactive approach with the ability to anticipate needs and address them effectively.