EXECUTIVE ASSISTANT

Scully Company•Jenkintown, PA

50d•$70,000 - $80,000

About The Position

The Executive Assistant is accountable for assisting the organization’s President and Vice President with daily tasks and special projects in a fast-paced real estate property management company. The role requires organization, self-motivation, multitasking, and consistently maintaining a high level of confidentiality. The position supports streamlined operations for the President in alignment with the organization’s business objectives and strategic plans. It plans, coordinates, directs, and designs assigned organizational activities and provides executive support for daily operations. The Executive Assistant works with decision makers in other departments to identify, recommend, develop, implement, and support cost-effective organizational solutions, and assists in defining and implementing company policies, procedures, and best practices to accomplish objectives set by the President and property owners. The position provides executive support, including calendar and expense management, travel arrangements, correspondence, meeting and event planning, records, and communications. It also collaborates with marketing staff on brand initiatives, market research, social media, and special assignments. Additional work includes coordinating corporate events, conferences, councils, outings, and projects for regional managers and other executives, as well as taking ownership of additional projects as needs arise.

Requirements

A bachelor’s degree; exceptional related experience may be substituted.
Ability to work under pressure, juggle tasks, and work efficiently against deadlines.
Creative eye for interior design and style for the company.
Skills in travel logistics, scheduling, informing others, presentations, self-confidence, meeting management, client relationships, written communication, process improvement, and administrative writing.
Excellent interpersonal and organizational skills, superior attention to detail, and exceptional follow-up skills.
Strong written, verbal, and employee communication skills, along with judgment and discretion when responding to confidential questions and concerns.
Working knowledge of MS Office, including Publisher, Excel, Word, and PowerPoint.
Ability to manage time effectively, focus on important priorities, and handle multiple tasks.
Problem-solving ability, including breaking down problems, understanding underlying issues, simplifying complex issues, and distinguishing critical details from unimportant facts.
Ability to prioritize, identify roadblocks, and maintain focus on goals.
Ethical conduct, integrity, and respect in personal and organizational practices.

Nice To Haves

Knowledge of Illustrator, Photoshop, or similar software.
Graphic design, agency, and creative writing experience.
Real estate or property management experience.

Responsibilities

Act as a liaison between key executives and the President, advising executives of historical precedents and supporting consistent decisions.
Manage professional and personal calendars, expense tracking and reimbursement, budget monitoring and allocation, and travel arrangements; at times act as the President’s personal assistant.
Read, research, and route correspondence; draft letters and documents; and collect and analyze information to conserve executive time.
Schedule and plan meetings and events, coordinate company events, record and distribute meeting minutes and debriefs, and help prepare agendas, documents, and presentations.
Represent the executive at meetings when needed.
Develop and use filing and retrieval systems and record meeting discussions to provide historical reference.
Communicate frequently with the President and office manager about company issues and operations.
Perform other duties assigned by the President, property owner, and office manager.
Collaborate with the marketing department on projects, brand initiatives, and special assignments, carrying tasks through to completion or supporting the President through the process.
Help maintain company brand identity as a second set of eyes.
Conduct market research for current and future projects, including preparing market surveys.
Collaborate frequently with the Director of Sales and Marketing on projects.
Work with the Digital Marketing Manager on social media account management, updates, and projects as needed.
Coordinate special projects, including the Scully Summit conference, team-building outings, the SPRIDE program, and corporate office happy hours.
Assist regional managers and other executives with project coordination, implementation, and execution.
Coordinate the Dinner Club for the Port-O-Call.
Source products for communities for quality control when onsite sourcing is not feasible, such as T-shirts and pool towels.
Schedule, set up meetings, and arrange travel for Manager and Maintenance Superintendent Councils.
Take ownership of additional projects as needs arise.