Executive Assistant

About the role

The Executive Assistant role directly supports the President of the organization, as well as provides office management support to the broader teams. Responsibilities include scheduling, coordinating travel, office administration, event planning, and operational support.

This is an ideal position for an individual with an administrative and planning background, looking to develop their capabilities while working in a dynamic, fast-paced environment. The Executive Assistant doubles as our Director of First Impressions and is responsible for being the friendly face and voice that assists visitors, guests, agents, and team members.

Primary Functions

• Executive scheduling: Assist in the management of the President's calendar including scheduling meetings, setting up conference calls, and arranging travel.
• Meet, greet and make all visitors feel welcome; schedule appointments.
• Quality Assurance: Maintain appearance of reception area and office.
• Route calls to appropriate people in accordance with company guidelines.
• Operate office equipment.
• Logistical Coordination: Plan and manage logistics related to President's travel and executive/team meetings and events (onsite and offsite).
• Assisting compliance department with agent commission check distribution.
• Prepares, weighs, meters, and sends outgoing mail.
• Receives, sorts, and distributes incoming mail.
• Send out agent communications for office concerns, i.e. receivables, invitations to office meetings via email, etc.
• Produce and distribute Office Newsletter with Manager approval.
• Liaison: Communicate with a broad range of Realty ONE Group professionals on behalf of the department.
• Perform general office administrative tasks such as ordering and maintaining inventory of office supplies and equipment.
• Maintain the office calendar.
• Coordinate office meetings and social events.
• Setup for weekly Office Meetings.
• Partner and coordinate workload with other administrative team members.
• Assist with developing and updating presentations, spreadsheets, and other related materials as needed.
• Work with various Realty ONE Group departments, including, but not limited to; Accounting, Compliance, and Escrow.
• Complete Monthly Housekeeping Report.
• Make bank deposits as required.
• Understands, displays, and embraces the company's " coolture ".
• Other duties as assigned.

Education & Experience

• High school graduation or equivalent, plus a minimum 1 year of administrative support experience.
• Proficiency in Google Workspace suite of products.
• Ability to foster strong customer, agent, and vendor relationships.
• Strong presentation and facilitation skills; excellent verbal and written communication skills.
• Knowledge of administrative procedures, customer service principles and practices.

Desired

• Associate's degree or completion of some college courses.
• Ability to speak, read, write, and understand additional language(s) depending upon ethnic diversity of location.
• Strong organization skills with an attention to detail.
• Willingness to "roll up the sleeves" and do what it takes to get the job done.
• Works well on a team and collaborates with others.
• Finger dexterity to operate standard office equipment including telephones, calculators, copiers, and facsimile equipment.
• Ability to interact with agents and vendors in a professional and courteous manner.
• Ability to effectively manage tasks with minimal supervision.
• Must be diligent and persistent in follow-up and completion.
• Capable of multi-tasking and meeting tight deadlines.
• Able to function in a fast-paced environment.

Additional Information: Preferred Traits

Friendly, outgoing personality, enthusiastic, always communicates well and with a smile, team player, builds rapport in the department, flexible, willing to assist others, professional, maintains a positive, poised manner.

The Office Administrator is able to multi-task various projects at once while maintaining a friendly, agent/customer-centric, and professional demeanor and appearance.