What are the responsibilities and job description for the Executive Admin Assistant position at Parakeet Communities?
We are looking for an Executive Assistant to perform a variety of administrative tasks and support our company’s senior-level leadership, manage our Miami office, and help with scheduling and coordinating aspects of real estate transactions, marketing, and ongoing maintenance projects. Executive Assistant’s responsibilities include managing calendars, making travel arrangements, preparing expense reports, coordinating projects, vendor management, managing our file and folder infrastructure and overall being a big part of the team. To be successful in this role, you should be well-organized, have great time management skills and be able to act without guidance. Ultimately, you will contribute to our business in a big way!
Responsibilities
- Act as the point of contact among executives, employees, clients, and other external partners
- Manage information flow in a timely and accurate manner
- Manage executives’ calendars and set up meetings
- Make travel and accommodation arrangements
- Help prepare and reconcile expense reports
- Act as an office manager by keeping up with office supply inventory
- Format information for internal and external communication, memos, emails, presentations, reports
- Take minutes during meetings
- Screen and direct phone calls and distribute correspondence
- Provide personal assistance to senior-level executives on an as-needed basis, including bill payment, file organization, etc.
- Follow up and provide status updates on property level projects
- Prepare applications and other forms that need to be filed with respective agencies, insurance companies, lenders etc.
- Organize our digital files and folders
- Help maintain website information, social media accounts, etc. if experience applies)
Skills
- Work experience as an Executive Assistant, Personal Assistant, or similar role; legal and/or real estate experience a plus
- Excellent MS Office knowledge
- Outstanding organizational and time management skills
- Excellent verbal and written communications skills
- Discretion and confidentiality
- College degree; major in Business or Real Estate a plus