This job has closed.

Associa · 3 days ago

Executive Assistant

Honolulu, HI

Full-time

Onsite

Entry, Mid Level

2+ years exp

Associa is a leading company in community management with over 11,000 team members. They are seeking an Executive Assistant to provide administrative support to the General Manager, manage schedules, and assist with financial operations and personnel administration.

AccountingCommunitiesConsultingProperty ManagementReal Estate

Responsibilities

Prepares letters, reports, and other correspondence of a confidential nature requiring judgment as to appropriate format. Prepares reports to the Board of Directors as requested by the Board or General Manager

Answers routine correspondence independently or replies according to general instructions from the General Manager. Prepares memos for issuance to employees regarding operational or administrative matters

Screens telephone calls, personal and confidential mail, fax messages, and a variety of general correspondence. Refers calls, mail, and correspondence to the General Manager according to priority

Interacts directly with tenants, guests, visitors, and business representatives. Provides first-line assistance and support regarding questions, complaints, or directions. Refers unusual or difficult situations to the General Manager

Assists General Manager in the preparation and administration of the company’s financial operations:

Assists in the preparation of the budget prior to the new fiscal year

Assists in reviewing and preparing work papers and documents for the annual budget, including operating expenses, depreciation, interest, insurance, administrative, and fiscal matters

Assists in the preparation of spreadsheets and database analysis of actual performance to budget throughout each fiscal year

Coordinates arrangements for off-premises meetings, seminars, or workshops. May represent the General Manager at meetings, as directed

Maintains administrative and personnel files, including payroll and medical files, office correspondence, legal documents, purchase orders and invoices, reports and proposals

Handles the initial processing of new hires and ensures accurate completion of required personnel forms. Enters all documents into the employee’s personnel file

Monitors employees’ service anniversary dates for accurate and timely application of benefits

Updates and purges employee files periodically. Communicates all wage and benefit adjustments to affected employees

Coordinates the company’s employee timecards; clarifies discrepancies and unusual entries

Monitors and examines employees’ time and attendance; clarifies discrepancies and unusual entries

Completes timesheets for each payroll period and submits timesheets to Associa Hawaii for processing

Processes departmental requests for equipment and supplies. Prepares invoices, places orders, and arranges for deliveries and/or pick-ups. Verifies accuracy of order upon receipt

Prepares invoices for payment of billings subject to approval of the General Manager. Upon approval, each invoice is date/time stamped; affixed with the manager’s signature stamp verifying approval; assigned a budget code; and referred to Hawaiiana Management for payment

Attends to the business needs of the General Manager; performs special errands and tasks, as directed

May make minor administrative decisions requiring initiative, judgment, and knowledge of Symphony Honolulu practices, policies and organization

Performs other related duties, as directed or required

Qualification

Financial analysisBudget preparationWord processingMicrosoft OfficeMulti-line phone systemsWritten communicationVerbal communicationInterpersonal skillsConfidentiality

Required

Minimum two (2) or more years' experience as a secretary at an executive level

Equivalent experience in accounting procedures and elementary financial analysis combined with personnel and wage and benefits administration

Must exercise a high degree of professionalism, patience, confidentiality, diplomacy, and tact in interacting with a wide variety of personalities

Working knowledge of basic accounting procedures, with ability to understand, prepare, analyze, and utilize financial statements, budgets, and financial spreadsheets

Word processing skills in Word; literacy in Microsoft; 60-70 wpm typing ability

Familiarity with operation of multi-line phone systems and desk-top publishing highly desirable

Strong written and verbal communication skills

Ability to work independently and interact effectively with tenants, staff and visitors

2 years experience in performing Administrative assistance work