CASY-MSCCN Jobs

Job Overview:

An Executive Assistant performs office work directly related to managing office operations, calendar management, planning and coordinating corporate meetings including luncheons and special events, complete with agenda and itinerary preparations, managing projects, and providing general assistance in a fast-paced environment. This individual contributor role is a highly sought out and visible internal regional resource.

Compensation: $22-$25 hour

FirstService Residential will compensate the successful candidate in accordance with the posted range. The salary or wage paid to the successful candidate will be commensurate with experience, education, and specific job responsibilities. For positions designated at a client's property, the salary or wage will also be premised upon the client's directive. The base pay range is subject to change and may be modified in the future.

Job Responsibilities:

• Serves as the office liaison with the building and facilitates office maintenance needs.
• Prepares expense reports, reconciles P-Card and FedEx reporting, including allocations and community billbacks.
• Submit and approve corporate vendor invoices in AVID and ADP work flows as needed.
• 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.
• Order flowers, gift cards and other gifts for employees as requested by executives.
• Proofread correspondence for accuracy of general grammar, spelling, etc.
• General administrative tasks include email, answering phones, faxing, mailing, filing, and scanning/photocopying.
• Ensures that the telephone is answered properly, and messages are handled courteously, accurately and in a timely manner.
• Coordinate domestic travel arrangements in multiple time zones and handle reimbursements through expense management system (Concur).
• Prepare PowerPoint presentations for various meetings that are informational, professional, and aesthetically pleasing while also building out the notes.
• Responsible for coordination of all meeting notes and the distribution of them thereafter.
• Practice and adhere to FirstService Residential Global Service Standards and Company Values; demonstrate culture and brand ambassadorship.
• Conduct business always 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.

Skills and Qualifications:

• 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-taking, 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.

Education and Experience

• 4+ 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.

Physical Requirements & Working Environment

The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Must be able to exert at least 25 lbs. on a regular basis following appropriate safety procedures.
• Occasional overtime may be required, including before/after business hours.
• Must be able to sit for extended periods of time.
• Talking and listening occur continuously in the process of communicating with clients, supervisors, associates, residents, and vendors.
• Must have enough mobility to walk around office often.
• Must have finger dexterity for typing/using a keyboard.
• Based upon business needs, hours over and above normal office hours may be required.
• Regular and predictable attendance

Tools and Equipment Used

• Driving personal vehicle when necessary for office needs; must have valid driver’s license and minimum state mandated vehicle insurance.
• Standard Office equipment such as computer, fax, copier, printer

Travel

• Occasional Travel

What We Offer:

• Medical, dental, and vision plans (full time and part time 30+ hours)
• Part time 20+ hours qualify for dental and vision
• 401K match
• Time off including vacation, sick, and company paid holidays
• Pet insurance available
• Verizon discount
• Tuition reimbursement
• Legal services
• Free emotional wellbeing and daily life assistance support for all associates
• Domestic partner coverage
• Health savings account
• Flexible spending account

About Us:

FirstService Residential transforms the property management landscape by providing professional association management services to over 9,000 residential communities across the United States and Canada.

Our dedication to associate satisfaction and growth is recognized by our Great Place to Work certification, exemplifying our commitment to fostering a positive and inclusive workplace culture. Our 19,000 associates can count on competitive salaries, top-tier medical, dental, and retirement benefits, career training, and support for continued professional development.

Experience exceptional service with a fulfilling career in property management with FirstService Residential.

To learn more about our company and culture, please visit www.fsresidential.com/california

Disclaimer:

The above information in this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties and responsibilities to this job at any time.

FirstService Residential is an equal opportunity employer committed to a diverse and inclusive workforce. Applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), age, sexual orientation, national origin, marital status, parental status, ancestry, disability, gender identity, veteran status, genetic information, other distinguishing characteristics of diversity and inclusion, or any other protected status.

Qualified applicants with arrest and/or conviction records will be considered for employment in a manner consistent with federal and state laws, as well as applicable local ordinances.

All offers of employment with FirstService Residential are contingent upon a satisfactory background check.