We are seeking a highly organized, professional, and detail-oriented Executive Administrative Assistant to join our dynamic team at Resort Management Company, a leading property management company. In this role, you will provide comprehensive administrative support to the executive team, ensuring smooth day-to-day operations and helping to maintain the efficiency of property management processes. This is an exciting opportunity for an individual with strong multitasking abilities and a passion for providing exceptional service.
Key Responsibilities: - Executive Support: Provide high-level administrative assistance to the executive team, including scheduling appointments, managing calendars, coordinating meetings, and preparing meeting agendas and minutes.
- Communication Management: Serve as a primary point of contact between executives, clients, owners, vendors, and other stakeholders. Handle phone calls, emails, and correspondence in a professional and timely manner.
- Property Management Assistance: Assist with coordinating property maintenance schedules, tenant requests, and lease renewals. Ensure that property-related administrative tasks are completed efficiently.
- Document Management: Organize and maintain files, records, and property-related documents in both physical and digital formats. Ensure compliance with company policies and regulatory requirements.
- Event Coordination: Plan and organize meetings, client events, and other company functions, ensuring all logistics are arranged, including catering, transportation, and venue setup.
- Vendor Relations: Manage relationships with contractors, vendors, and service providers, including scheduling appointments, managing contracts, and processing invoices.
- Project Coordination: Assist in the execution of various property and resort projects, from renovations to logistics, workflow and critical paths.
- Reports and Presentations: Prepare reports, presentations, and other documents for internal and external meetings, ensuring accuracy and professionalism.
Qualifications: - Education: High school diploma or equivalent required. Associate's or bachelor's degree in business administration, real estate, or a related field is preferred.
- Experience: At least 2 years of administrative experience, with a preference for experience in property management or real estate.
- Skills:
- Exceptional organizational and time-management skills
- Strong communication and interpersonal abilities
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
- Knowledge of property management software (e.g., Yardi, AppFolio) is a plus
- Ability to maintain confidentiality and handle sensitive information
- Attention to detail and ability to work independently
- Other Requirements:
- Ability to handle multiple tasks and work in a fast-paced environment
- Positive attitude, flexibility, and a strong work ethic
- Ability to work outside of normal business hours when necessary