FirstService Residential · 5 hours ago
Executive Assistant
Addison, TX
Full-time
Onsite
Mid Level
$30/hr - $32/hr
3+ years expFirstService Residential is looking for an Executive Assistant to provide administrative support to the region president and other senior leaders. This role involves managing office operations, coordinating meetings, and assisting with various projects in a fast-paced environment.
Property ManagementReal Estate
Responsibilities
Responsible for providing general support to region president, SVP of Accounting, HR VP, and other members of the executive team as needed, and or for special projects
Serves as the office liaison with the building and facilitates office maintenance needs
Prepares expense reports, reconciles PCard and FedEx reporting, including allocations and community billbacks
Submit and approve corporate vendor invoices in AVID and ADP work flows as needed
Manages new client contract execution, distribution of, and maintenance of electronic and hard copies
Responsible for sending out various communications on behalf of leadership
Source, plan, coordination, and execution of all executive meetings held in the office, as well as group activities held in other venues, transportation, and hotel coordination:
+ Set up conference rooms, order and prepare meals including food set/clean up
+ Create name tags, table tent cards, print materials
+ Purchase and set up snacks and drinks in the meeting room
Parter with VP of HR on various projects and initiatives, including all regional recognition programs. Includes ordering and distribution of awards, calendar invitations, power point decks, etc
Order flowers, gift cards and other gifts for employees as requested by executives
Handles requests for The Addison conference room bookings
Assist leadership with hotel, flight and car reservations as needed
Receive and distribute incoming faxes for Dallas and Fort Worth offices
Manage and approve reservation requests for Dallas office conference rooms
Proofread correspondence for accuracy of general grammar, spelling, etc
General administrative tasks include email, answering phones, faxing, mailing, filing, and scanning/photocopying
Ensure that the telephone is answered properly, and messages are handled courteously, accurately and in a timely manner
Preferably, serves as office notary related to community management documents, including but not limited to management certificates, bankruptcies, and foreclosures
Practice and adhere to FirstService Residential Global Service Standards and Company Values; demonstrate culture and brand ambassadorship
Conduct business at all times with the highest standards of personal, professional, and ethical conduct
Follow all policies, safety precautions, and Standard Operating Procedures as outlined and instructed by Management
Perform any range of special projects, tasks and other related duties as assigned
Qualification
Required
3+ years of experience supporting senior leadership, including prior general office and administrative support and responsibilities
High School Diploma required; bachelor's degree preferred or equivalent experience
Working independently, critical thinking, problem solving, judgement and decision-making abilities are necessary
Ability to maintain the highest degree of confidentiality
Demonstrated ability towards attention to detail, successful multi-tasking, pursuit of accuracy and compliance
Ability to influence and hold key stakeholders accountable for deadlines
Ability to communicate ideas, policies, practices clearly and concisely, both orally and in writing
Ability to exercise judgement and discretion in establishing and maintaining effective working relationships
Strong analytical and problem-solving skills and a high degree of initiative and creativity
Must be able to work effectively and efficiently under pressure and maintain composure when facing deadlines and associated seasonal workload demands
Must be able to work independently and prioritize time effectively
Collaborative decision-making, relationship building and problem-solving skills
Strong working knowledge and demonstration of customer service principles and practices
Self-starter with excellent communication, interpersonal and customer service and telephone skills
Intermediate to advanced knowledge of Microsoft Applications, particularly Word, Outlook, Excel, and Power Point; ADP Vantage a plus
English proficiency required
Benefits
Multiple medical plans
Dental
Vision
Time off benefits
Paid holidays
401k with company match
Company
FirstService Residential
FirstService Residential is a real estate company that provides property management services.
10001+ employees
Funding
Current Stage
Late StageLeadership Team
A
Amy Sanchez
President, Central & North Florida Markets
Katie Halfhill
Director of Business Development
Recent News
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