Executive Assistant

FirstService Residential - Plantation, FL

Full-time - Entry Level

Plantation, FL

Real Estate

About the position

The Executive Assistant plays a crucial role in providing executive and administrative support to the Regional Directors within a fast-paced working environment. This position requires a proactive individual who can handle challenges effectively and prioritize their workload while communicating needs to the entire team. The Executive Assistant must possess advanced skills in Excel, Word, PowerPoint, and Outlook, along with strong public speaking abilities for small group settings. An outgoing personality that is charismatic, bold, and proactive is essential, as the individual will represent the company brand in every interaction. In this role, the Executive Assistant will manage various administrative tasks, including handling telephone and email communications, managing calendars, and organizing and routing communications. They will coordinate activities between the Executive and other departments, acting as a liaison to follow up on routine matters, questions, and concerns. The Executive Assistant will also be responsible for composing and submitting outgoing correspondence, maintaining the Outlook contacts database, and organizing meetings and events, including webinars and presentations. The position may involve attending Executive meetings, taking notes, and preparing minutes for distribution. The Executive Assistant will assist with special events, prepare presentations and management reports, track results, and generate periodic reports. They will also support the Regional Directors in maintaining their NPS, Customer Review plans, and contract renewals, as well as assist in onboarding new board members and training new managers on company systems. Travel arrangements, invoice management, and payroll processing may also be part of the responsibilities. Overall, the Executive Assistant will support the region with various administrative projects and maintain awareness of the goals and vision of the region to help the Executive team achieve their objectives.

Responsibilities

• Provide executive and administrative support to the Regional Directors.
• Assist with telephone and email communications, manage calendars, organize and route email and other communications.
• Coordinate communications and activities between Executive and other departments and team members, and act as liaison to follow up and handle routine matters, questions and concerns as necessary.
• Compose and submit for review outgoing correspondence and association mail outs as required.
• Maintain and update Outlook contacts database utilizing the Connect system for Board contacts.
• Arrange and/or organize meetings and events, including telephone conferences, webinars, presentations and trainings.
• Prepare presentations and copy materials necessary prior to meetings and arrange required equipment and logistics.
• Attend Executive meetings, take notes and prepare minutes for distribution.
• Assist site teams with special events, scheduling, etc.
• Prepare any range of presentations, correspondence, documents and management reports to oversee CAM performance.
• Track various results and create proposals, tables, spreadsheets, charts, or other documents related to data compiled.
• Check accuracy and issue for final review.
• Generate periodic and special reports and distribute them accordingly.
• Keep Regional Director on track with their NPS, Customer Review plans, contract renewals, and top ten accounts.
• Arrange, suggest agenda items for quarterly team meetings for each Regional Director, based on information gleaned from Weekly OPS briefings.
• Maintain Price PSF schedules and market analyses.
• Maintain Conference line scheduling for Regional Directors and Senior Manager.
• Maintain Reserve funding statistics as directed by Regional Director.
• Maintain Watch List for reporting to OPS.
• Maintain Top Account Relationship Plans.
• Assist with new board member onboarding.
• Assist in the training of new managers on company systems and onboarding.
• Assist in preparation of course plans from company training modules.
• Make travel arrangements including reservations for flights, hotels, and other related requirements.
• Manage and maintain invoice through AvidXchange and expense reports through Concur.
• Manage individual RD profit/loss.
• Input and process department payroll, as needed.
• Coordinate and facilitate various regional initiatives.
• Think critically and consult, where needed, to ensure quality towards work and projects.
• File, organize and maintain records, and tabulate individual team reporting statistics.
• Support the region with other administrative projects and related duties.
• Maintain awareness of goals and vision of region and support Executive team in achieving goals.

Requirements

• State of Florida CAM License Preferred.
• Associate degree in Business or related field from an accredited college or university and three to five years administrative experience; or equivalent combination of education and experience.
• Bachelor's Degree in related field from an accredited college or university preferred.
• Strong administrative background with excellent customer service skills.
• Excellent verbal and written communication skills.
• Bi-lingual in English and Spanish preferred-not required.
• Detail oriented with strong organizational and multi-tasking skills.
• Strong proficiency in Windows and Microsoft Office, including but not limited to Word, Excel, Power Point, and Outlook.
• Strong proficiency in researching the Internet.
• Ability to work with highly sensitive or confidential information.
• Ability to meet deadlines and work well under pressure.
• Ability to work in a team environment as well as independently and be self-driven.
• Critical thinking, problem solving, judgment and decision-making abilities.

Nice-to-haves

• Bi-lingual in English and Spanish preferred-not required.

Benefits

• Comprehensive medical plans, dental, and vision coverage.
• Time off benefits and paid holidays.
• 401k with company match.
• Occasional travel may be required to attend training and other company functions.