Personal Assistant

My Florida Regional Mls - Orlando, FL

Full-time - Entry Level

Hybrid - Orlando, FL

Real Estate

About the position

Stellar MLS is seeking a dedicated and proactive Administrative Assistant to support the Chief Operating Officer (COO) in a hybrid work environment. This role is essential for ensuring that the COO's time is optimized for strategic thinking and decision-making. The Administrative Assistant will be the linchpin of the COO's team, managing schedules, facilitating communication, and handling a variety of administrative tasks with finesse and efficiency. This position requires a strong work ethic, excellent organizational skills, and the ability to maintain discretion and confidentiality while providing quality customer service to both internal and external stakeholders. In this full-time, hourly, non-exempt role, the Administrative Assistant will be responsible for a broad range of tasks, including managing the COO's calendar, preparing confidential correspondence, arranging complex travel plans, and adhering to compliance regulations regarding board meetings. The role also involves attending management and executive meetings, taking notes, and following through on action items. The Administrative Assistant will need to coordinate in-house meetings, manage logistics, and handle routine matters on behalf of the COO with minimal supervision. Timely and regular attendance is crucial, as is the ability to work both in the office and remotely within the state of Florida. The ideal candidate will possess strong communication skills, both written and verbal, and will be able to effectively represent the COO when necessary. They should be flexible, detail-oriented, and capable of managing multiple tasks efficiently. The role may require occasional travel and overtime, with prior approval needed for any hours worked beyond 40 in a week. Cross-training for other departmental functions is also expected, ensuring a collaborative and supportive work environment.

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.
• Attend management and executive meetings, taking notes and following up on action items.
• Coordinate logistics for in-house meetings and room rentals as necessary.
• Provide quality customer service to internal and external customers.
• Handle routine matters on behalf of the COO with minimal supervision.
• 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.
• Excellent written and verbal communication skills.
• Strong organizational and time management skills.
• Ability to maintain discretion and confidentiality.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• High School Diploma or GED required; previous administrative education preferred.
• Experience in a team-oriented, collaborative environment.

Nice-to-haves

• Real Estate or MLS experience is a plus.

Benefits

• Comprehensive medical and dental insurance.
• Short and long-term disability insurance.
• Life insurance coverage.
• Personal time off and volunteer days.
• 401K plan with company contributions.