Executive Assistant

Company: Firstservice Residential
Location: New York
Posted on: May 16, 2022

Job Description:

Full Time - Regular

FirstService Residential is looking for an Executive Assistant to join our Manhattan-based team! The Executive Assistant works to support the President and is the liaison to the senior leadership team as well as all FirstService Residential departments and affiliated companies. Job responsibilities include, but are not limited to, the following:

* Support the President of FirstService Residential New York in day-today tasks and various projects while maintaining the upmost level of confidentiality.
* Responsible for complex calendar management, regarding meetings with his leadership team, national counterparts, in addition to corporate and company meetings.
* Prepare PowerPoint presentations for various meetings that are informational, professional and aesthetically pleasing while also building out the notes.
* Coordinate and distribute meeting materials and run Zoom/Teams when applicable.
* Coordinate food orders for in-office meetings and make reservations for business meals or activities.
* Responsible for all meeting notes and the distribution of them thereafter.
* Prioritize emails and draft them on the President's behalf.
* Coordinate domestic travel arrangements in multiple time zones and handle reimbursements through Concur.
* Ensure the Best Practices are in place and being followed in an on-going basis and provide assistance in areas when needed.
* Review Intranet pages for all departments to follow-up when they need to be updated, provide assistance if needed.
* Escalate complaints/items received in other offices that are for New York properties and ensure the appropriate associate responds to the call/email.
* Track company charitable donations.
* Submit payment requests for company subscriptions (RAB, Mann Report, etc.).
* Track compliance to President's objectives and Blue Chips by property management division and department.
* Provide quarterly Town Hall attendees to corporate office Executive Assistant.
* Attend all training sessions required by various departments on new systems in order to be the "go to" contact to assist team members.
* Handle all expense reporting in Concur.
* Provide assistance with planning company events.
* Support the president in budget planning and succession planning.
* Review and distribute President's mail, or items that need to be sent overnight (UPS) or messenger (Urban Express.
* Follow up with leaders regarding pending deadlines.
* Review monthly P&L reports from corporate accounting to ensure they have all reports and save/file in the appropriate file for the President.
* Remind division leaders to update property assignments vs. management fee reports monthly and alert the President of any discrepancies.
* Maintain AGoodEmployee account (building employee background check software) and ensure the appropriate parties (Division Coordinator) has access to properties, turn on/off properties as management contracts begin and end.
* Upload monthly Watch List(properties that have current issues and we are at low/medium/high risk of losing the client) and Dashboard (monthly report of all properties we started and stopped managing).
* Partner with operations to ensure best practices are being followed and to support their efforts of new tasks or software roll outs.
* Build relationships with leaders and their teams.
* Be the go to person for others to voice new ideas, questions or concerns.
* Ad hoc projects.

Knowledge, skills & proficiency:

* Five (5) + years' experience supporting high level executives.
* Bachelor's degree required.
* A true team player with a "no job too small" attitude.
* A high level of energy and a strong bias to service excellence and getting things done with a sense of urgency.
* Possesses personal and professional integrity.
* Excellent interpersonal skills; can build and maintain effective working relationships. Controlled under pressure, can communicate confidently with all levels in the organization and can juggle conflicting priorities with ease.
* Able to work independently and be a team player.
* Well-organized, efficient and has a good sense of priorities.
* Diligent and motivated.
* Strong analytical skills
* A self-starter who leads by example and who is respected by all levels of associates.
* Must have superior verbal and written communications skills and proven customer service exposure.
* Must be extremely organized, consistent, and flexible and adaptable to change.
* Working knowledge of Microsoft office and Windows environment necessary.
* Experience with Yardi Voyager, AvidXchange, ClickPay, Concur is a plus.

Keywords: Firstservice Residential, New York , Executive Assistant, Other , New York, New York