Executive Assistant

MC Residential Brand • Paradise Valley, AZ

1d • Onsite

About The Position

Provides administrative services at the corporate office to the two Managing Directors who lead The Founders Group and Founders Property Management, respectively. Each Managing Director serves as the senior-most operating executive of their respective company. Clerical duties may be assigned in accordance with establishment office procedures and may include a combination of managing email accounts and calendars, filing, creating reports, etc. This role has one direct report.

Requirements

• Must hold a valid driver's license and have reliable transportation for travel to and from work, as well as, running errands, as needed.
• Analytical - Collects and researches data.
• Problem Solving - Identifies and resolves problems in timely manner; Gathers and analyzes information skillfully.
• Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.
• Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values.
• Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.
• Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.
• Regular attendance at work is an essential function for the employee to complete daily tasks at the property site as well as interaction with prospective clients, vendors, residents, and employees on a daily basis.
• Years of Experience 3 years related experience; or equivalent combination of education, training, and experience.
• High School Diploma or equivalent required.
• Microsoft Office including Word, Outlook, Power Point, and Excel.
• Demonstrated ability to quickly learn and utilize non-Microsoft software products.
• Telephone etiquette.
• Experience in a professional business office.
• Active Listening: Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
• Speaking: Talking to others to convey information effectively.
• Reading Comprehension: Understanding written sentences and paragraphs in work related documents.
• Critical Thinking: Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
• Math Ability: Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.
• Service Orientation: Actively looking for ways to help people.
• Social Perceptiveness: Being aware of others' reactions and understanding why they react as they do.
• Coordination: Adjusting actions in relation to others' actions.
• Computer and Electronics Navigation: Using scroll bars, a mouse, and dialog boxes to work within the computer's operating system. Being able to access and switch between applications and files of interest.
• Spreadsheets: Using a computer application to enter and format text and numerical data; insert, delete, and manipulate cells, rows, and columns; and create and save worksheets.
• Software: Using computer software applications, e.g., Microsoft Office, to type text, insert pictures, format, edit, print, save.
• Reliable transportation is needed to get to and from work, consistent remote work is not available for this position.

Nice To Haves

• Post-secondary education desired.

Responsibilities

• Manages schedules, including calendars, scheduling appointments, conference rooms, and technology for the Executive team.
• Books and manages individual and group travel, including multi-city travel, for Executives and leadership teams.
• Reconciles credit cards, and processes corporate invoices.
• Manages communication by drafting, reviewing, and sending internal and external written communications; and liaising with internal team members and external constituencies (including, for example, executives, peers, and vendors) on various projects and tasks.
• Updates company and departmental SharePoint pages to reflect updated activities, policies, news, upcoming events, etc.
• Assists in management of BloomGrowth Entrepreneurial Operating System (EOS) software, including running software during applicable meetings, documenting meeting activities, and updating BloomGrowth accountability chart and company/team priorities.
• Gathers information, prepares reports and presentations using Excel, Word, Power Point, Adobe and other software products.
• Acts as primary point of contact for corporate administrative accounts.
• Provides assistance with corporate events.
• Works closely with the Managing Directors to inform/remind them of upcoming commitments and responsibilities.
• Anticipates the Managing Directors needs in advance of meetings, conferences, etc.
• Manages Outlook email accounts for Managing Directors by prioritizing messages for executives and responding when necessary.
• Tracks action items and follow-up on outstanding tasks to ensure timely completion.
• Exercises discretion and judgment to keep proprietary business information, data, transactions, and correspondence confidential.
• Utilize AI to conduct research, enhance and streamline processes, etc.
• Assist/provide support to other team members reporting to the Managing Directors when required.
• Includes willingness to provide administrative assistance and/or take on one-time and recurring special projects.
• Prepares conference rooms and welcomes guests for meetings, including setting up applicable technology, ensuring required supplies are present, and providing refreshments.
• Supervise Administrative Assistant.
• All other duties as assigned.

Benefits

• This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager
• Education Level: High school or GED