What are the responsibilities and job description for the Executive Assistant position at MC Companies and Careers?
Summary
Provides administrative services at the corporate office to the Chief Operating Officer and Chief Investment Officer. Clerical duties may be assigned in accordance with establishment office procedures and may include a combination of managing email accounts and calendars, filing, creating reports, etc.
Essential Duties and Responsibilities include the following:
- Answers and responds to phone calls and communicates messages when necessary.
- Manages schedule, including calendars, scheduling appointments, conference rooms, conference lines, etc.
- Manages travel and expense reports.
- Manages communication by drafting, reviewing, and sending internal and external written communications; and liaising with internal team members and external constituencies (including, for example, executives, peers, and vendors) on various projects and tasks.
- Updates company and departmental SharePoint pages to reflect updated activities, policies, news, upcoming events, etc.
- Assists in management of BloomGrowth Entrepreneurial Operating System (EOS) software, including running software during applicable meetings, documenting meeting activities, and updating BloomGrowth accountability chart and company/team priorities.
- Gathers information, prepares reports and presentations using Excel, Word, Power Point, Adobe and other software products. Must have strong working knowledge of these programs and the ability/aptitude to quickly learn new software products.
- Provides assistance with corporate events.
- Works closely with the COO and CIO to inform/remind them of upcoming commitments and responsibilities. Anticipates COO’s and CIO’s needs in advance of meetings, conferences, etc.
- Manages Outlook email accounts for COO and/or CIO by prioritizing messages for executives and responding when necessary.
- Tracks action items and follows up on outstanding tasks to ensure timely completion.
- Exercises discretion and judgment to keep proprietary business information, data, transactions, and correspondence confidential.
- Utilize AI to conduct research, enhance and streamline processes, etc.
- Assist/provide support to other team members reporting to the COO and CIO when required. Includes willingness to provide administrative assistance and/or take on one-time and recurring special projects.
- Prepares conference rooms for meetings, including setting up applicable technology, ensuring required supplies are present, and providing refreshments.
- All other duties as assigned.
Must hold a valid driver's license and have reliable transportation for travel to and from work, as well as, running errands, as needed.
Competencies:
To perform the job successfully, an individual should demonstrate the following competencies:
Analytical - Collects and researches data. Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully. Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information. Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values. Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events. Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.
Supervisory Responsibilities
No Supervisory Responsibilities
Physical Requirements:
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 functions. Regular attendance at work is an essential function for the employee to complete daily tasks at the property site as well as interaction with prospective clients, vendors, residents, and employees on a daily basis
Physical Demands
Employee is regularly required to sit; Use hands to finger, handle, or feel; Reach with hands and arms; Talk and hear; Employee can occasionally lift up to 25 pounds. Walk the property to show units, manage employees, inspect grounds, and ensure the appearance of the property is maintained.
Vision
Specific vision abilities required by this job include Close vision; Distance vision; Peripheral vision; Depth perception; Ability to adjust focus;
Work Environment
Employee is frequently indoors in a temperature-controlled environment.
Qualification
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily and have the ability to work a consistent schedule. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.
Years of Experience
3 years related experience; or equivalent combination of education, training, and experience.
Education
High School Diploma or equivalent required. Post-secondary education desired.
Preferred Skills
Microsoft Office including Word, Outlook, Power Point, and Excel
Demonstrated ability to quickly learn and utilize non-Microsoft software products
Telephone etiquette
Experience in a professional business office
Basic Skills
Active Listening
Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
Speaking
Talking to others to convey information effectively.
Reading Comprehension
Understanding written sentences and paragraphs in work related documents.
Critical Thinking
Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
Math Ability
Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.
Social Skills
Service Orientation
Actively looking for ways to help people.
Social Perceptiveness
Being aware of others' reactions and understanding why they react as they do.
Coordination
Adjusting actions in relation to others' actions.
Computer and Electronics
Navigation
Using scroll bars, a mouse, and dialog boxes to work within the computer's operating system. Being able to access and switch between applications and files of interest.
Spreadsheets
Using a computer application to enter and format text and numerical data; insert, delete, and manipulate cells, rows, and columns; and create and save worksheets.
Software
Using computer software applications, e.g., Microsoft Office, to type text, insert pictures, format, edit, print, save.
Other
Reliable transportation is needed to get to and from work, remote work is not available for this position.
Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.