Job Responsibilities

Provide nearly invisible support to the VP's and RD's, acting with little supervision, anticipating needs while managing the day-to-day workflow and prioritizing various projects, which includes scheduling, contact management, preparing materials for meetings and participating in a wide range of special projects.

Essential Duties & Responsibilities

The job duties listed are typical examples of the work performed by positions in this job classification. Not all duties assigned to every position are included, nor is it expected that all positions will be assigned every duty.

1. Provide executive and administrative support to the VP's and RD's. Answer telephones and take messages, and screen, organize and route mail and other communications. Coordinate communications and activities between Executive and other departments and parties, and act as liaison to handle and resolve conflicts on behalf of Executives as necessary.

2. Manage the executive calendar, set tentative appointments, confirm, and arrange or organize meetings and events as required. Prepare materials and agendas necessary prior to meetings and coordinate required equipment and logistics. Attend Executive Committee meetings, take notes and prepare minutes for distribution.

3. Prepare any range of presentations, correspondence, documents and management reports. Track various results and create proposals, tables, spreadsheets, charts, or other documents related to data compiled. Check accuracy and issue for review. Generate periodic and special reports and distribute accordingly.

4. Manage complaints of internal and external customers and ensure good standing within the company. Receive complaint, conduct research, follow up with proper parties and assist with issue resolution. Serve as Liaison and communicate status of complaints with the Executive Team.

5. Make required travel arrangements including reservations for flights, hotels, and other related requirements.

6. Manage and maintain invoice and expense reports. Manage profit and loss statements reconciliation and department budget. Input and process department payroll.

7. Maintain and order office supplies and materials.

8. Manage, coordinate and facilitate various management initiatives. Think critically and consult, where needed, to ensure quality towards work and projects.

9. Maintain awareness of goals and vision of department, and support management and Executive team in achieving goals.

10. Assist the VP's, RD's and CAM's with research, training and administrative support as required.

11. Act as liaison between VP, RDs, and CAMs to ensure clear communication.

12. Manage time cards and time off requests, including but not limited to the bench.

13. Researching and conducting data to prepare documents for review and presentation to boards of directors, committees, and executives.

14. Reading and analyzing incoming memos, submissions, and distributing them as needed.

15. Coordinate and schedule meetings and/or conference calls between VPs and Board members and others, on matters related to existing contracts, and contract renewals as needed.

16. Researches, prioritize, and follows up on incoming issues and concerns addressed to the VP, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.

17. Provides a bridge smooth communications between the VP's and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.

18. Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the VP, some of which may have organizational impact.

19. Successfully completes critical aspects of deliverables with hands-on approach, including drafting acknowledgement letters, personal correspondence, and others tasks that facilitate the VP ability to effectively lead the company.

20. Prioritize conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.

21. Balance conflicting priorities in order to manage workflow, ensure the completion of essential projects, and meet critical deadlines.

22. Draft and edit correspondence, articles, reports and presentations; transcribe meeting notes.

23. Coordinate and mange special projects, including working collaboratively with VP's, RD's and HR projects meet deadlines.

24. Work as a member of the team, willingly providing back-up support for co-workers when appropriate and actively supporting group goals.

25. Develops, implements and administers departmental office systems and procedures. Establishes office procedures, policies and operations. Interprets and communicates policies and processes

Additional Duties & Responsibilities

. Practice and adhere to FirstService Residential Global Service Standards.

. Conduct business at all times with the highest standards of personal, professional and ethical conduct.

. Perform or assist with any operations as required to maintain workflow and to meet schedules. Notify supervision of unusual operating problems and the need for additional resources.

. May participate in any variety of meetings and work groups to integrate activities, communicate issues, obtain approvals, resolve problems and maintain specified level of knowledge pertaining to new developments, requirements, policies, and regulatory guidelines.

. Ensure all safety precautions are followed while performing the work.

. Follow all policies and Standard Operating Procedures as instructed by Management.

. Perform any range of special projects, tasks and other related duties as assigned.