Executive Assistant/Office Manager

Job description

JOB TITLE: Executive Office Assistant/Office Manager

JOB NUMBER FLSA Status: Non-Exempt

DEPARTMENT DIVISION: Vesta Realty LLC

GROUP: Residential Property Management

REPORTS TO: HR Director and Chief Operations Officer

JOB SUMMARY, DUTIES, AND RESPONSIBILITIES, JOB REQUIREMENTS

SUMMARY

The Executive Assistant/Office Manager provides high-level administrative support to company executives by conducting research, preparing statistical reports, handling information requests and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls and scheduling meetings and travel for executives.

DUTIES AND RESPONSIBILITIES

1. Type Reports, Memos, Letters, And Other Documents Using Microsoft, Google, And Relevant Computer Software.

2. Answer Phone Calls And Direct Calls To Appropriate Parties Or Take Messages.

3. Greet Visitors And Determine Whether They Should Be Given Access To Specific Individuals.

4. Read And Analyze Incoming Memos, Submissions, Packages, And Reports To Determine Their Significance And Plan Their Distribution.

5. Perform General Office Duties Such As Ordering Supplies, Tracking Inventory, And Maintaining Records Management Database Systems.

6. File, Scan, Fax, Copy, And Retrieve Corporate Documents, Records, And Reports.

7. Open, Sort, And Distribute Incoming Correspondence, Including Faxes And Email.

8. Manage The Shipping And Receiving Of Packages For Executives.

9. Attends To Any Errands That Executives Request.

10. Make Travel Arrangements For Executives.

11. Organize/Plan Executive's Schedules.

12. Assist With Planning Events.

13. Purchases all requested items for the Corporate offices.

14. Corresponds with various vendors for any services needed.

REQUIREMENTS

1. High School Diploma or GED.

2. Communication Proficiency.

3. Time Management.

4. Collaboration Skills.

5. Personal Effectiveness/Credibility/Accountability.

6. Flexibility/Adaptability skills.

7. Technical Capacity.

8. Stress Management/Composure.

9. Possess the highest regard for confidentiality and professionalism.

10. Organizational skills.