Executive Assistant to CEO
Organizational Background
Vision Communities Management, VCM, Inc., is a fast-growing community association management firm with a commitment to investing in our associates. With leadership who still believe that a hands-on approach ensures that our communities receive the best expertise and quality in the business. Do you believe in creating a community’s vision through customer service, expertise and accountability? Then come join your vision with ours.
Position Summary
The Executive Assistant provides strategic and administrative support to the Executive team while ensuring the values and culture of VCM, Inc., are demonstrated at all times. The Executive Assistant provides high-level administrative coordination and support, composes, and creates communications, maintains documentation related to contracts and official documents and maintains an appropriate professional demeanor while interacting with all levels of employees, visitors, and external clients. The Executive Assistant is responsible for ensuring the office runs smoothly. A successful candidate must be a self-starter, take initiative, be extremely organized and able to work in a fast-paced environment. Position reports to Vice-President of Operations.
Duties and Responsibilities
Executive Support:
In coordination with the CEO, arranges events (e.g. client meetings, team building events, employee parties etc.) by researching and recommending locations, type of event and vendors. Responsible for negotiating costs and keeping expenses within budget, as well as serving as the main contact person for events.
Orders client gifts, arranges client deliveries and ensures client needs are handled as directed
Coordinates all meetings or interviews for the CEO, including preparing materials for meeting. Set up conference room with audio, visual and all conference call needs prior to meeting.
Works closely and effectively with the CEO to keep her well informed or reminded of upcoming commitments and responsibilities, personal and professional.
Publishes internal communications to employees, vendors, clients or prospective clients on behalf of the CEO.
Manage Outlook Email traffic, Business & personal calendars for CEO.
Meet weekly with CEO to receive and provide updates to work assignments.
Responsible for handling personal matters for CEO as needed/directed such as personal birthdays or anniversaries, food ordering/deliveries, bill payments, family obligations or travel details, personal home project coordination, vehicle repairs, etc.
Corporate Marketing/Sales/Culture Support:
Preparation of new business proposal packets, new client Onboarding gifts and/or welcome emails, etc.
Social Media coordination such as
o Monitor and Respond to Company Google, Yelp, BBB or other Reviews
o Monitor and Respond to Company Glassdoor Reviews
o Post content on Company Facebook, LinkedIn, Instagram, Twitter, etc.
o Monitor, Update as needed and Post content on Company Website
Assist CEO with data compilation of Employee Surveys, Health & Welfare initiative and coordination, etc.
Administrative Support:
Assist CEO with monthly client expense tracking and billing
Run Client Specific Reports for CEO monthly audits such as Balance Sheets, Income Statement, etc.
Assist CEO with weekly, monthly, annual Employee Reporting – i.e. Dashboard organization, budget tracking, etc.
Assist CEO with Corporate Payables and expense tracking
Other duties as assigned.
Qualifications
Handles matters expeditiously, proactively, and follows through on projects to successful completion, sometimes with deadline pressures.
Adheres to professional standards as outlined in our policies and procedures.
Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the Executive team.
Education and/or Experience: A Bachelor’s degree preferred, and four years related experience required.
Communication Skills: Effective business writing skills and the ability to communicate effectively. Sensitivity to confidential matters is required.
Computer Skills: Demonstrated proficiency in Word, Power Point, Outlook, and Excel with the ability sync calendars, create professional reports and utilize systems to streamline processes.
Personal Characteristics: An effective self-starter with creative problem-solving skills who can perform a variety of work with minimal direction. Exceptional interpersonal skills. The ability to multi-task and to react productively to change and lead by example. A demonstrated commitment to high professional ethical standards and a diverse workplace.
Professionalism: Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
Planning/Organizing: Prioritizes and plans work activities; Uses time efficiently; Sets goals and objectives: Develops realistic action plans.
Quality: Demonstrates accuracy and thoroughness; Looks for way to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.
Time Management: Ability to prioritize tasks, manage time and complete projects in a fast-paced environment with minimal supervision.
Written Communication: Writes clearly and informatively; Edits work for spelling and grammar.
Adaptability: Adapts to changes in work environment; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.
Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.
While performing the duties of this job, the employee is regularly required to talk or hear.
While performing the duties of this job, the employee is frequently required to sit; use hands to handle or feel and reach with hands and arms.
While performing the duties of this job, the employee is occasionally required to stand; walk; climb; or balance and stoop, kneel, crouch, or crawl.
The employee must occasionally lift and/or move up to 20 pounds.
VCM, Inc.
Your Vision. Our Knowledge.