Executive Assistant

East Ridge at Cutler Bay; Miami (FL); On-site; USD 40,000 - 64,000; Full time

Job summary

East Ridge Village in Miami, FL is seeking an Executive Assistant who will provide high-level administrative support to the Executive Director. The role includes calendar management, contract and license coordination, and preparing correspondence to residents and staff.

The Executive Assistant will organize standing committee and Board meetings, prepare notices, agendas, minutes, and reports. Notary certification, policy library support, emergency planning materials, and ensuring regulatory

Qualifications

• Requires high school diploma; bachelor’s degree preferred.
• Two years of general office management experience required; supervisory experience preferred but not required.
• Excellent written and verbal communication skills.
• Strong time-management skills and ability to coordinate multiple projects.

Responsibilities

• Provides administrative support to the Executive Director.
• Maintains an accurate calendar for the Executive Director.
• Prepares correspondence for residents and staff.
• Prepares and types meeting notices, agendas, minutes, and reports.

Skills

Communication skills

Time management

Organization

Confidentiality

Adaptability

Microsoft Office

Education

High school diploma

Bachelor’s degree preferred

Tools

Microsoft Office

Job description

East Ridge Village is seeking an Executive Assistant!

Job Summary:

The Executive Assistant provides support and is responsible for various clerical functions, such as report preparation, contract management, policy and procedure management, and organizing standing committee meetings, as well as Board meetings. The Executive Assistant prepares correspondence and various documents to communicate with the residents and staff.

Job Duties:

• Serves as administrative support to the Executive Director.
• Maintains an accurate calendar for the Executive Director.
• Responsible for any correspondence as required by the Executive Director.
• Sorts and routes Executive Director's mail. Answers routine mail and returns telephone calls.
• Prepares and types meeting notices, agendas, minutes, and statistical information.
• Assists Executive Director with OIR requirements.
• Assists in preparing Executive Director Report for Board of Director meetings.
• Responsible for taking minutes to attend all meetings, staff meetings and other meetings as assigned.
• Compiles, prepare and distribute departmental reports, memos, minutes, of various meetings between management and residents.
• Compiles, maintains, and distributes various master lists and systems, resident listings, and resident directories.
• Maintains notary certification to notarize legal documents.
• Maintains copies of all business licenses and certifications in accordance with all regulatory agencies.
• Manages and maintains Contract Management Books containing copies of all contracts and required licenses and insurance verifications to meet corporate compliance policies.
• Assists with the management of the policy and procedure library and supports other managers with policy and procedure development.
• Maintains Comprehensive Emergency Management Plan, Hurricane PowerPoint presentation, and all clerical functions to ensure appropriate communications to residents, families, and staff during emergencies.
• Oversees the ordering and distribution of all office supplies, paper supplies, copy machine supplies, printed forms, etc.

Qualifications:

• High School graduate. Bachelor’s degree preferred.
• Two years of general office management experience required; supervisory experience preferred but not required.
• Excellent written and verbal communication skills.
• Strong time-management skills and an ability to organize and coordinate multiple concurrent projects.
• Proficiency with office productivity tools and an aptitude for learning new software and systems.
• Flexible team player, willing to adapt to changes and unafraid of challenges.
• Ability to maintain confidentiality of information related to the company and its employees.