EXECUTIVE ASSISTANT

The Management Trust
Position Title: Executive Assistant
Location: Highland, CA at East Highland Ranch
Reporting To: General Manager
Status: Non-Exempt, Full-Time
Salary: $25.00-$31.00/Hourly DOE

COMPANY PROFILE:

The Management Trust is a community association management company. We believe that building and maintaining a community takes more than just hammers and nails. It takes integrity, trust, experience, and support. Our success is based on the belief that effective management anticipates our clients’ needs, not merely reacts to them. We are a company of creative and committed individuals driven by grand aspirations and are proud to be the only 100% employee-owned community management firm in the nation. Our Employee Owners are encouraged to actively participate in growing our business by helping define best practices every day. It is in this spirit that we encourage you to explore this opportunity to join The Management Trust team.

EMPLOYEE OWNER POSITION PURPOSE:

The Executive Assistant is responsible for providing exceptional customer service and quality administrative support to both internal and external clients, including, but not limited to: supporting the local Leadership team and Division offices with administrative needs, performing special projects/research, and various coverage (i.e. reception desk).

JOB DUTIES AND RESPONSIBILITIES:

• Provide executive support to the General Manager, including preparing for/attending Board meetings, providing agendas, setting up conference rooms, taking minutes, preparing expense reports, calendaring, ordering business cards, and ordering food/supplies for meetings or community events
• Consolidate and distribute information in an accurate and organized manner, including internal status reports, contact/phone lists, and organizational charts
• Coordinate and monitor responses to homeowner feedback and inquiries
• Schedule coverage for the Reception desk via a pool of identified employees
• Anticipate the needs of the General Manager and coordinate together on announcements, research projects, updating internal records, and establishing systems and processes for tasks with ongoing needs
• Maintain well-written and professional communication with internal and external customers
• Stay keenly organized on recurring items, especially those related to the Board of Directors
• Establish procedures and provide administrative oversight for internal initiatives
• Provide break and emergency relief coverage for the Receptionist
• Register employees for industry events and track training/registration information
• Reconcile credit card purchases
• Perform various accounting support, including escrow processing, deposits for various point of sale transactions (i.e. from the Golf Shop), and ACH deposits/refunds
• Support both Accounts Payable (review/initial coding/data input/follow-up on payment) and Accounts Receivable (general processing) functions
• Maintain TRAC program records, process work orders, and prepare requests for proposal
• Distribute various community communications, such as security reports, quarterly newsletters, and other key touch points
• Other duties and special projects as assigned

QUALIFICATIONS:

• High School Diploma (or equivalent); Associate’s Degree preferred
• Ability to be intuitive regarding the needs of the local Leadership team
• Proficiency in administrative support at an executive level – generally between 3-5 years
• Solid knowledge of Microsoft Outlook, Excel, Word, and PowerPoint; intermediate skills a plus
• Conflict resolution skills
• Ability to meet deadlines and address time-sensitive issues
• Superior multi-tasking skills
• Excellent written and verbal communication
• Ability to provide high-level customer service with astute attention to detail and organization
• Must be a team player
• Ability to manage workflow amid shifting priorities
• Willing to learn Company process and procedures, and learn/use proprietary software
• Adaptable and dependable with a solid attendance record
• Professional and respectful demeanor with all internal and external customers at all times
• Strong analytical, organizational, and problem-solving skills
• Work independently, with little direction, and as part of a team
• Ability to exercise considerable judgement, maintain confidentiality, and act with diplomacy and tact at all times

SPECIAL POSITION REQUIREMENTS:

• Must have and maintain a valid driver’s license, vehicle insurance, and driving record in compliance with Company policy

ESSENTIAL FUNCTIONS:

• Use standard office equipment, including: computer, phone, copier/scanner, etc.
• Be stationary for periods of time
• Relocate up to (25) pounds
• Travel to and from offsite locations

SUPERVISES OTHERS? IF SO, LIST:

• None

SCHEDULE & TRAVEL:

• Monday-Friday from approx. 8:30 am-5:00 pm
• This position may require occasional long hours to meet business needs

The Management Trust is an Equal Opportunity employer. We celebrate and support diversity.

TMT reserves the right to modify this job description at any time based on business need.

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.