Executive Assistant to C-Suite

Avenue5 is growing, and we are in search of an executive administrative assistant to join our dynamic team of Fivers!

About Us

We are a vibrant third-party multifamily property management firm with locations across the United States. We are proud of our vibrant, inclusive, make-it-happen culture, where we: 

• Listen to our associates, recognize them, and give them room to grow
• Invest in our associates to help them become the best version of themselves
• Approach every important decision with our associates in mind
• Celebrate our associates’ successes and encourage them to raise the bar even higher

 

Summary of Responsibilities:

The executive assistant/office manager oversees the day-to-day business activities of one or more assigned executives. The role is a critical support position and acts as the key liaison among associates, suppliers, and clients with the assigned executive(s). In addition, this position is responsible for managing the office operations and ensuring processes are streamlined and aligned with the allocated budget.

 

Primary Responsibilities and Objectives:

·         Provide professional administrative support for executive-level associates to include research, preparing statistical reports, handling information request

·         Maintain and manage busy calendars and respond to copious meeting requests that require frequent re-prioritization

·         Anticipate potential scheduling conflicts and proactively address them accordingly. Present a polished demeanor and communication style, both verbal and written to prospects, clients, associates, and suppliers

·         Arrange internal and external meetings, including lodging and meeting accommodations for large and small groups

·         Handle sensitive business matters and confidential information with discretion, tact, and diplomacy

·         Provide general project management assistance, including maintenance and upkeep of action plans and timelines, scheduling meetings, and interfacing with project groups as needed

·         Produce PowerPoint presentations, organizational charts, word documents, and Excel spreadsheets

·         Monitor and manage correspondence from management, associates, clients, suppliers, and potential investors

·         Coordinate travel arrangements and expense reports

·         Manage inventory of all office supplies

·         Perform other duties as assigned

 

Education and Experience:

·         High school diploma is required. Bachelor's degree preferred

·         Three to five years of experience in a professional, office environment supporting executives at the Senior Vice President level and above is required

·         One or two years of experience in Concur is required

·         One or two years of property management experience is preferred

·         One to two years of experience in Salesforce and Yardi is preferred

 

Skills and Requirements:

·         Advanced level of knowledge with Microsoft Office Suite including Outlook, Word, PowerPoint, and Excel skills; expert level certification preferred

·         Strong interpersonal skills to communicate with all levels of management effectively and sensitively

·         Excellent written and verbal communication skills

·         Sensitivity to confidential matters is required

·         Attention to detail and highly organized

·         Strong communication skills

·         Required to complete and successfully pass the Avenue5 Fair Housing and Preventing Discrimination and Harassment training and other courses if assigned Must have strong leadership ability including effective decision-making and the ability to multitask

 

Scheduling:

·         Required to maintain a regular schedule which may also require working outside of regular schedule, weekends, and non-traditional holidays

 

Environment:

·         Exposure to environment typically found in an office building

·         Possible exposure to airports, airplanes, rental cars, hotels, etc.

 

Physical Requirements:

Avenue5 will make reasonable accommodations to enable individuals with disabilities to perform essential functions. These functions include, but are not limited to: 

 

·         Ability to lift, push, and pull up to 25 pounds

·         Must be able to observe and detect signs of emergency through visual and/or auditory cues

·         Must be able to remain stationary, move around, reach, and position oneself as needed for extended periods of time

·         Ability to communicate and express or exchange ideas with others, as well as those activities in which they must convey detailed or important instructions to other workers accurately, loudly, or quickly

·         Ability to perceive the nature of sounds at normal speaking levels, including the ability to receive detailed information through oral communication, and to make the discriminations in sound

·         Visual requirements including color, depth perception, and field vision

·         Ability to compare, copy, coordinate, synthesize, negotiate, communicate, and instruct

·         Ability to tolerate stressful situations

·         Ability to work under minimal to moderate supervision

 

This job description is not an all-inclusive list of functions and tasks. Over the length of employment, these functions and tasks may change.

 

Diversity:

Diversity creates a healthier atmosphere: Avenue5 is an Equal Employment Opportunity/Affirmative Action employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, protected veteran status, disability status, sexual orientation, gender identity or expression, marital status, genetic information, or any other characteristic protected by law.

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Last updated on Oct 2, 2024