Administrative Assistant

FirstService Residential; Plantation (FL); On-site; USD 52,000 - 78,000; Full time

Benefits offered by this job

Comprehensive benefits

401k with company match

Paid holidays

Travel opportunities

Job summary

FirstService Residential is seeking an Executive Assistant to provide high-level administrative support to the Regional Directors in a fast-paced environment. The role requires proactive workload management, strong Excel, Word, PowerPoint and Outlook skills, and the ability to communicate clearly with teams.

An outgoing, brand-conscious professional is essential. Responsibilities include coordinating calendars, emails, meetings, and events; preparing presentations and reports; and maintaining

Qualifications

• Advanced Excel skills and strong Word, Power Point and Outlook skills.
• Public speaking skills in small groups.
• Ability to handle confidential information and meet deadlines.

Responsibilities

• Provide executive and administrative support to the Regional Directors.
• Manage calendars, email communications, and coordinate meetings and events.
• Prepare presentations and management reports; track regional data and prepare proposals.

Skills

Excel

Word

PowerPoint

Outlook

Public speaking

Multitasking

Organizational skills

Communication skills

English

Spanish

Education

Associate degree in Business

Bachelor's Degree in related field

Tools

Windows

Microsoft Office

AvidXchange

Concur

Connect system

Job description

The Executive Assistant is to perform duties providing executive and administrative support to the Regional Directors, working within the limits of standard or accepted practice. Will be supporting Regional Directors with various duties in a fast-paced working environment. Must be able to handle challenges, be proactive and prioritize workload as needed, communicating needs to the entire team supported. Must have advanced Excel skills, strong Word, Power Point and Outlook skills, as well as public speaking skills in small groups. Outgoing personality - charismatic -- bold -- proactive. Must represent our company brand in every interaction.

Your 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.
• May attend Executive meetings, take notes and prepare minutes for distribution.
• Assisted sited 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 on-boarding.
• Assist in the training of new managers on company systems and onboarding.
• Assist in preparation of course plans from company training modules.
• May require occasional attendance at evening meetings.
• 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.

Skills & Qualifications

• 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 Excellent customer service skills.
• Excellent verbal and written communication skills.
• Bi-lingual in English and Spanish preferred-not required.
• Detail oriented and strong organizational and multi-tasking skills.
• Must have strong proficiency in Windows and Microsoft Office, including but not limited to Word, Excel, Power Point, and Outlook.
• Strong proficiency 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.

Physical Requirements

• This position works under usual office conditions.
• The employee is required to work at a personal computer as well as be on the phone for extended periods of time.
• Must be able to stand, sit, walk and occasionally climb.
• The incumbent must be able to work extended and flexible hours and weekends as needed.
• Physical demands include the ability to lift to 30 lbs.
• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Schedule: Monday-Friday 8:30am – 5:00pm

What We Offer

As a full-time associate, you will be eligible for full comprehensive benefits to include your choice of multiple medical plans, dental, and Vision. In addition, you will be eligible for time off benefits, paid holidays, and a 401k with company match. Occasional travel may be required to attend training and other company functions.

Disclaimer

The above information in this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties, and responsibilities to this job at any time.

Automated Employment Decision Tool (AEDT) Usage

We may utilize an Automated Employment Decision Tool (AEDT) in connection with the assessment or evaluation of candidates. The AEDT is designed to assist in objectively evaluating candidate qualifications based on specific job-related characteristics.

Job Qualifications and Characteristics Assessed

The AEDT evaluates candidates based on job qualifications and characteristics pertinent to the role, including skills, experience, and competencies relevant to the position requirements. These qualifications are determined by the unique needs of each role within our company.

Alternative Selection Process or Reasonable Accommodations

Candidates who require an alternative selection process or a “reasonable accommodation,” as defined under applicable disability laws, may make a request through our designated contact channel [e-mail].

Requesting Information About the AEDT - NYC Local Law 144

Candidates who reside in New York City and are subject to NYC Local Law 144 may request information about the AEDT, including details on the type of data collected, the sources of such data, and our data retention policies. To submit a request, please contact us at [e-mail]; we will respond in accordance with Local Law 144, within 30 days.