Job Overview
We are seeking a dynamic and highly organized Executive Assistant & Office Coordinator to join our team. This vital role combines high-level administrative support with comprehensive office management, ensuring smooth daily operations and seamless communication across all departments. The ideal candidate will thrive in a fast-paced environment, demonstrate exceptional organizational skills, and possess a proactive attitude to support our executive team and office functions. This paid position offers an exciting opportunity to contribute to a collaborative workplace while honing your professional skills in project coordination, event planning, and administrative excellence.
Essential Functions
- Serve as the face of the company, offering prompt, friendly and professional service to those entering the office or calling in on the phone.
- Order and maintain office supplies and other materials as needed.
- Provide executive administrative support to the President and VP of Operations, including calendar coordination, meeting preparation, travel coordination, expense report preparation and submission, document assistance, follow-up tracking, and other administrative tasks as needed.
- Assist with executive communications and coordination, including scheduling internal and external meetings, preparing materials, organizing information, and helping ensure timely completion of assigned follow-up items.
- Assist with documenting vendor management due diligence and organizing vendor contracts and related records.
- Perform data entry to keep internal systems, records, and files accurate and up to date.
- Assist with corporate team projects as needed.
- Organize office events, schedule office wholesaler meetings, and monthly birthday celebrations.
- Primary liaison with property management for day-to-day maintenance requests.
- Other projects/duties as assigned.
- Recognize and suggest efficiencies where needed.
- Answering, screening and forwarding inbound phone calls on multi-line phone systems promptly, in a professional manner.
- Communicate to the office with any email updates, monthly newsletters and important information in a timely manner.
- Upload and enter client data, forms, and documents in the electronic document management system (Docupace) daily.
- Retrieve incoming mail from mailbox and deliver outgoing mail to mailbox/UPS. Sort mail into mailboxes according to established procedures. Using UPS website, track UPS packages to confirm delivery.
- Maintain security by following procedures and monitoring guests’ arrivals and departures.
- Maintain a safe, functioning, and clean office and office equipment by monitoring the office conditions, providing general cleaning where necessary and coordinating with property manager and/or vendors for maintenance and cleaning needs.
- Provide exceptional guest and client service.
- Perform ad-hoc administrative duties.
Demands in the Role
- Able to work with regular interruptions and maintain professional, positive, and friendly demeanor.
- Learn new processes and/or software applications as needed.
- Excellent communication skills.
- Effectively manage difficult or demanding clients.
- Maintain a high level of confidentiality.
- Flexible to take on new tasks and assignments.
Job Skill & Qualifications
- Professional attitude and appearance;
- Excellent customer service skills and organizational skills;
- Interpersonal skills to create a pleasant experience for all guests;
- Great communications skills to interact clearly with guests, vendors and colleagues;
- Multitasking and time-management skills, with the ability to prioritize tasks;
- Ability to work independently;
- Ability to be resourceful and proactive when issues arise;
- Proficient in Microsoft Office Suite
Join us to be an integral part of a vibrant firm where your organizational talents will drive our success! We value energetic professionals eager to make a positive impact through exceptional support and office coordination expertise.
Pay: $25.00 - $35.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
