POSITION: Executive Assistant & Office Manager (Full Time, Exempt/Salaried)

Highside Companies is an integrated group of real estate verticals focused on creating value for its partners and clients. 

At Highside, we believe that diverse, equitable and inclusive teams lead to better outcomes. Highside is committed to fostering a team of business professions with diverse backgrounds and experiences, through our core values:

• Honesty always, especially when hard;
• Trust is hard to earn and easy to lose;
• Accountability is for everyone and to everyone;
• Highside is one team;
• Play to win;
• We are here to get it right, not be right;
• Humility in everything we do.

This position will report to the Chief Operating Officer and is primarily responsible for the day-to-day administrative support for the senior executive team, along with broad corporate administrative tasks, as needed. Support will include managing scheduling, travel arrangements, and correspondence, engaging IT support, processing and on-boarding new hires. This is a full-time office position.

RESPONSIBILITIES (Including but not limited to; varies depending on project type)

1. Assist executive team with prioritizing, scheduling and maintaining calendars, expense reports, organizing/processing billing, making travel arrangements, agendas and various other reservations.
2. Administer and assist with production and distribution of client or firm marketing deliverables, such as proposals, presentations, reports, spreadsheets, work plans and reports.
3. Schedule and organize various meetings, including reserving conference rooms and setting up the space with necessary food and beverage items, arranging for catering, setting up required equipment, sending reminders, distributing materials, as required.
4. Draft company communications for executive team and participate in various public relations and website management activities.
5. Answer phone calls and greet visitors in a polite and professional manner.
6. Maintain an orderly physical office environment, coordinate office maintenance needs with building property management as needed, take inventory of and order appropriate office supplies, manage electronic and physical files with appropriate confidentiality and sensitivity.
7. Handle, manage, and process mail and deliveries along with other office duties as may be required or directed.
8. Engage IT support as needed.
9. Support personnel needs, including coordinating recruiting efforts, drafting offer letters, performing onboarding and offboarding tasks.

QUALIFICATIONS

1. Bachelor’s degree preferred but not required.
2. Minimum 3 years of administrative experience, preferably in a professional services environment. Experience in the real estate, construction or hospitality industries preferred but not required.
3. Proficiency in Microsoft office software applications, with a heavy emphasis on Outlook, Word, and PowerPoint.
4. Proven administrative, organizational and time management skills with great attention to detail and accuracy.
5. Self-directed professional with demonstrated ability to manage multiple concurrent projects.
6. Strong interpersonal skills and problem-solving ability.
7. Ability to maintain confidentiality.
8. Excellent grammar, written and verbal communication skills.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, employee is regularly required to use hands to finger, type, handle, or feel and talk or hear. Employee is regularly required to stand; walk; reach with hands and arms, and climb, stoop, or squat. Incumbents must be able to physically access all exterior and interior parts of the property and amenities and must be able to work inside and outside in all weather conditions including, but not limited to rain, snow, heat, hail, wind and sleet. Employee must be able to push, pull, lift, carry, or maneuver weights of up to twenty (20) pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. Regular travel will be required to some or all of the daily responsibilities of this position.

The above job description is not intended to be an all-inclusive list of duties and standards of the position. Job duties and responsibilities can change at any time, with or without notice. Incumbents will follow any other instructions, and perform any other related duties, as assigned. 

COMPENSATION

Employees are entitled to compensation commensurate with skill and experience. The exact compensation will vary based on skills, experience, and other factors permitted by law. The expected compensation for this position will include:

• Salary range: $75,000 – $85,000.
• Discretionary bonus, which is not guaranteed and is dependent upon individual and company performance.
• 401k, medical, dental and vision benefits; unlimited paid time off (subject to manager approval); paid holidays; life insurance; short and long-term disability insurance, employee assistance program, and more.

Goal date to hire by: May 1, 2024