Executive Assistant

HomeServices of America, Inc.; Plano (TX); On-site; USD 50,000 - 85,000; Full time

Benefits offered by this job

Medical benefits

Paid Vacation (PTO)

401(k) with employer match

Notary public designation preferred

Job summary

HomeServices of America, Inc. is seeking an experienced administrative assistant to support senior executives. You will manage calendars, screen calls, prepare correspondence, arrange travel, and coordinate meetings and filings with high discretion.

The role requires strong Microsoft Office skills, excellent written and verbal communication, and the ability to handle multiple priorities with minimal supervision. Previous experience with real estate or corporate offices is a plus.

Qualifications

• Associate’s degree in business or related major preferred; or equivalent work experience and knowledge.
• Three to five years of administrative experience working with senior/executive management personnel.
• Proficiency in Microsoft Office programs: Word, Excel, PowerPoint, Outlook.
• Strong written and verbal communication, editing, proofing and grammar skills.

Responsibilities

• Provide phone support to executives, exhibiting a high degree of professionalism.
• Oversee the electronic/hard copy mail management, including responding to routine correspondence and inquiries.
• Scan business and industry journals and perform internet searches for industry and company related topics and communicating results.
• Provide oversight and coordination of meeting and conference call scheduling on company executives(s) calendar(s) including special meeting/program needs.
• Prepare agendas, take and transcribe meeting minutes or provide back-up for this function.
• Oversee the maintenance of department’s subject files and record retention.
• Reconcile/process invoices, statements, forms and other paperwork.
• Order departmental supplies and oversee maintenance of office equipment.
• Prepare correspondence and other reports/documentation for executive review/signature as appropriate.
• May follow-up on communications for president and company executives requiring action or response to ensure deadlines are met and appropriate action taken.
• Closely manage all aspects of travel arrangements including air, ground, and hotel.
• Travel within the Dallas metro area is required on an as-needed basis to support our real estate office locations.
• Coordinate and/or assist others with various events, functions, promotions and meetings.
• Perform additional responsibilities as requested or assigned.
• Provide support to branch managers and department heads on various issues.
• Process real estate license applications for new and transferring agents. Oversee license renewal process.
• Manage warranty package program and related activities.
• Prepare and file legal documents and may represent company at earnest money disputes.
• Assist with construction coordination/planning of new offices and existing office renovations and deal with various vendors.
• Provide support, training and work direction to office staff. May serve as backup to staff in their absence.

Skills

Organizational skills

Time management

Written communication

Verbal communication

Confidentiality

Teamwork

Education

Associate’s degree in business or related major

Tools

Microsoft Office

Job description

Provide administrative support to executive and/or senior level management. Responsible for company executive(s) calendar, meetings, files, documentation, communications, travel arrangements and other office projects and activities.

Primary Job Duties and Responsibilities (Essential Job Functions) Common activities are listed below. Actual position responsibilities may vary. Please refer to manager or human resources for specific duties and performance expectations of the position.

1. Executive assistant duties vary between executives and/or companies. Incumbents should confirm specific job responsibilities with management. General activities typically include: (70-80%)

• Provide phone support to executives, exhibiting a high degree of professionalism.
• Oversee the electronic/hard copy mail management, including responding to routine correspondence and inquiries.
• Scan business and industry journals and perform internet searches for industry and company related topics and communicating results.
• Provide oversight and coordination of meeting and conference call scheduling on company executives(s) calendar(s) including special meeting/program needs.
• Prepare agendas, take and transcribe meeting minutes or provide back-up for this function.
• Oversee the maintenance of department’s subject files and record retention.
• Reconcile/process invoices, statements, forms and other paperwork.
• Order departmental supplies and oversee maintenance of office equipment.
• Prepare correspondence and other reports/documentation for executive review/signature as appropriate. May follow-up on communications for president and company executives requiring action or response to ensure deadlines are met and appropriate action taken.
• Closely manage all aspects of travel arrangements including air, ground, and hotel. May review and approve management travel and entertainment expenses.

Travel within the Dallas metro area is required on an as-needed basis to support our real estate office locations. This role does not require overnight travel.

2. Coordinate and/or assist others with various events, functions, promotions and meetings. (10-15%)

3. Perform additional responsibilities as requested or assigned. (0-5%)

May Also Perform the Following Duties and Responsibilities

• Provide support to branch managers and department heads on various issues.
• Process real estate license applications for new and transferring agents. Oversee license renewal process.
• Manage warranty package program and related activities.
• Prepare and file legal documents and may represent company at earnest money disputes.
• Assist with construction coordination/planning of new offices and existing office renovations and deal with various vendors.
• Provide support, training and work direction to office staff. May serve as backup to staff in their absence.

Performance Expectations

• Meet all performance and behavior expectations outlined in the company performance appraisal form or communicated by management.
• Perform responsibilities as directed achieving desired results within expected time frames and with a high degree of quality and professionalism.
• Establish and maintain positive and productive work relationships with all staff, customers and business partners.
• Demonstrate the behavioral and technical competencies necessary to effectively complete job responsibilities. Take personal initiative for technical and professional development.
• Follow the company HR Policy, the Code of Business Conduct and all subsidiary and department policies and procedures, including protecting confidential company information, attending work punctually and regularly, and following good safety practices in all activities.

Qualifications

Education:

• Associate’s degree in business or related major preferred; or equivalent work experience and knowledge.

Experience:

• Three to five years of administrative experience working with senior/executive management personnel.

Knowledge and Skills:

• Proficiency in Microsoft Office programs: Word, Excel, PowerPoint, Outlook.
• Demonstrated organizational, analytical, problem-solving and time management skills.
• Strong written communication, editing, proofing and grammar skills.
• Effective verbal and interpersonal communication skills.
• Ability to prioritize and handle multiple tasks and projects concurrently.
• Demonstrated ability to maintain a high degree of confidentiality.
• Leadership abilities and ability to work in a team environment.
• Detail-oriented with the ability to work independently and responsibly with minimal supervision.

Other (licenses, certificates, schedule flexibility/OT, travel, etc.):

• Notary public designation preferred.

We offer a full suite of benefits including Medical, Health Savings Account, Dental, Vision, Life Insurance, Paid Vacation (PTO), 401(k) with employer match, Flexible Spending Account, and Employee Assistance Program (EAP)

Equal Opportunity Employer

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.