Administrative Assistant

Vesta Property Services, Inc.; Vero Beach (FL); On-site; USD 57,308,000 - 60,174,000; Full time

Benefits offered by this job

Medical

Dental and Vision

Life and Disability

401K retirement plans

Health Savings Account

Flexible Spending Account

Pet Discount Plan

Free counseling sessions

Legal advice sessions

Professional development

Referral program for staff

Job summary

Vesta Property Services, Inc. seeks an Administrative Assistant to support the assigned department in Vero Beach, FL.

The role involves clerical tasks, scheduling, filing, and coordination of meetings, with confidential information handling and strong organizational needs. Responsibilities include coordinating travel, preparing presentations, maintaining filing systems, handling calls, and assisting with special projects.

Qualifications

• High school diploma.
• Prior administrative experience.
• Occasional travel may be required.

Responsibilities

• Schedules and organizes complex activities such as meetings, travel, conferences and department activities.
• Performs desktop publishing. Creates and develops visual presentations.
• Establishes, develops, maintains and updates filing system.
• Organizes and prioritizes large volumes of information and calls.
• Drafts written responses or replies by phone or e-mail when necessary.
• Responds to information requests.
• Answers phones and takes messages; supports other departments.
• Acts as liaison with other departments and outside agencies.
• Works independently and in a team on special projects; may manage multiple tasks.
• Types and designs general correspondences and proofs copy for accuracy.

Skills

Administrative experience

Office coordination

Education

High school diploma

Job description

Job Details: Job Location: Vero - Vero Beach, FL 32966, Position Type: Full Time, Salary Range: $20.00 - $21.00 Hourly, Job Shift: Day

COMPANY OVERVIEW

Together We Soar!

Vesta Property Services has been in the industry for more than 25 years and holds over 800 community management contracts while serving the amenity needs of Florida's most prestigious communities! We are proud to employ over 1,000 associates and have been rated as one of Florida’s Top Workplaces.

Our Vesta associates are our most valuable resource. We hire people we trust and give them autonomy to do their best work. We also support professional development with training, coaching and regular feedback. We have a highly collaborative culture supported by our EAGLE PRIDE values!

JOB SUMMARY

The Administrative Assistant facilitates the efficient operation of the assigned department or facility by performing a variety of clerical and administrative tasks. In addition to typing, filing and scheduling, performs duties such as financial record keeping, coordination of meetings and conferences, obtaining supplies, coordinating direct mailings, and working on special projects. Also, answers non-routine correspondence and assembles highly confidential and sensitive information. Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize and organize diversified workload, recommends changes in office practices or procedures.

RESPONSIBILITIES AND DUTIES

• Schedules and organizes complex activities such as meetings, travel, conferences and department activities for all members of the department.
• Performs desktop publishing. Creates and develops visual presentations.
• Establishes, develops, maintains and updates filing system. Retrieves information from files when needed.
• Organizes and prioritizes large volumes of information and calls.
• Sorts and distributes mail. Drafts written responses or replies by phone or e‑mail when necessary.
• Responds to regularly occurring requests for information.
• Answers phones and takes messages or fields/answers all routine and non‑routine questions. Works in cooperation with other departments to cover phones.
• Acts as a liaison with other departments and outside agencies, including high‑level staff. Handles confidential and non‑routine information and explains policies when necessary.
• Works independently and within a team on special nonrecurring and ongoing projects. Acts as project manager for special projects, which may include: planning and coordinating multiple presentations, disseminating information, coordinating direct mailings, creating brochures.
• Types and designs general correspondences, memos, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
• This position has no supervisory responsibilities.

REQUIRED EXPERIENCE AND QUALIFICATIONS

• High school diploma.
• Prior administrative experience.
• Occasional travel may be required

PHYSICAL DEMANDS AND WORK ENVIRONMENT

• This is a largely sedentary role however, some filing is required, which would require the ability to lift files, open filing cabinets and bend or stand on a stool as necessary.
• Ability to lift up to 15 lbs

BENEFITS

• medical
• dental and vision
• life and disability
• 401K retirement plans
• additional benefits such as Health Savings Account
• Flexible Spending Account
• Pet Discount Plan
• free counseling sessions
• legal advice sessions
• professional development
• outstanding referral program for Full‑time and Part‑time staff associates

AAP/EEO Statement

We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, disability status, protected veteran status or any other characteristic protected by law.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

DRUG FREE WORKPLACE

In compliance with the Drug-Free Workplace Act of 1988, Vesta Property Services has a longstanding commitment to provide a safe, quality-oriented and productive work environment consistent with the standards of the community in which the company operates. Alcohol and drug abuse poses a threat to the health and safety of Vesta Property Services associates and to the security of the company's equipment and facilities. For these reasons, Vesta Property Services is committed to the elimination of drug and alcohol use and abuse in the workplace.

OTHER DUTIES MAY BE ASSIGNED

The above statements reflect the general information considered necessary to describe the principal functions of the job and should not be construed as a detailed description of all work requirements that may be inherent in the position. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. Qualifications: