What are the responsibilities and job description for the Executive Assistant position at UL Coleman Companies?
Scope and Purpose:
Interface with upper management as well as all employees, as directly relates to the President, including outside business associates, legal counsel, and others as needed to support and assist the President of the company. This involves daily administrative support and general office support for all departments and department heads, as required (commercial, asset, development, marketing, etc.).
Duties and Responsibilities:
· Transcribe and prepare from dictation all emails, memos, letters, and any other communication for the President.
· Maintain the President’s calendar(s) - Outlook and manual - setting and rescheduling meetings as required and making the President aware of any changes to his schedule.
- Interface with management to assist with various projects.
- Ensure the President has been given necessary updates, including revised Smartsheets and Tickler files, prior to meetings with Department Heads as well as with other associates on various projects, enabling the President to review the materials prior to meetings.
- Provide assistance and support to Ranch Operations, as requested.
- Assist and lend support to the Office Manager and to the Marketing Director, as required.
- Act as liaison for the President, working through various stages of projects as assigned to associates in order to expedite resolution and completion of said projects.
- Work directly with the CFO and the Director of Asset Management regarding financial matters, including furnishing the President with financial information, as requested.
- Update Financial Binders to ensure they are kept current.
- Assist with travel reservations, both business & personal, throughout the year, as needed.
Preferred Qualifications:
- Excellent verbal and written communication skills required.
- Good organizational skills with attention to detail.
- Ability to work independently, prioritize tasks, and handle multiple projects and deadlines in a timely manner.
- Legal knowledge helpful; willingness to learn skills related to litigation maintenance and strategy.
- Must be able to maintain a high level of confidentiality.
- Professional appearance required; ownership mentality and calm demeanor are assets.
- Superior Office and Computer skills.
- Good management of people and time
- Flexibility is an asset because of the demand this position places on your time and workload.
- 3 years of experience as an executive assistant
- Bachelor’s degree in business or a related field of study.