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TJM Properties

TJM Properties is hiring: Executive Assistant in Clearwater

TJM Properties, Clearwater, FL, United States

Job Details

Job Location
The Oaks of Clearwater LLC - Clearwater, FL

Job Shift
Any

Description

The following are skills needed to perform the essential functions of the position of Executive Assistant. The ability to:
  • Recognize and respond to the needs of residents
  • Make prompt and accurate judgments related to resident needs
  • Effectively manage time to perform tasks in a manner that benefits residents
  • Perform the essential functions of the job in a manner that benefits residents of the facility and complies with business necessity
  • Responsible for assisting the Executive Director
Qualifications

1. Education:
  • High School Diploma or GED: A basic requirement for most positions.
  • Associate's or Bachelor's Degree: While not always required, a degree in business administration, communication, or a related field is often preferred.
2. Professional Experience:
  • Proven Experience in Administrative Support: At least 3-5 years of experience providing administrative support, especially at the executive level, is often required.
  • Experience with Scheduling and Calendar Management: Comfortable managing complex schedules, arranging meetings, and organizing travel for senior executives.
  • Event Planning: Experience coordinating and organizing meetings, conferences, and events.
  • Confidentiality & Discretion: Ability to handle sensitive information with the utmost professionalism and discretion.
3. Technical Skills:
  • Proficient in Office Software: Strong knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and/or Google Workspace. Experience with collaborative tools like Slack, Asana, or Trello is often a plus.
  • Database and CRM Experience: Familiarity with customer relationship management (CRM) software, as well as maintaining databases and records.
  • Technology Savvy: Ability to troubleshoot basic technical issues and stay current with the latest office technologies.
  • Travel Management: Experience booking flights, hotels, and ground transportation, and managing complex travel itineraries.
4. Organizational & Time Management Skills:
  • Strong Organizational Skills: Ability to manage multiple tasks simultaneously, prioritize responsibilities, and meet tight deadlines.
  • Detail-Oriented: Exceptional attention to detail in managing schedules, documents, and communications.
  • Problem-Solving Ability: Aptitude for thinking on your feet and resolving issues efficiently.
5. Communication & Interpersonal Skills:
  • Excellent Verbal and Written Communication: Strong communication skills, both written and oral, to interact effectively with internal teams, clients, and external partners.
  • Professional Demeanor: Ability to interact with high-level executives, clients, and external partners with professionalism and respect.
  • Strong Listening Skills: An executive assistant must be able to actively listen and respond appropriately to instructions, feedback, and concerns.
6. Personal Attributes:
  • Proactive and Self-Motivated: An executive assistant should be able to work independently, take initiative, and anticipate the needs of the executive.
  • Adaptability: Comfort in a fast-paced environment, with the flexibility to handle changing priorities.
  • Team-Oriented: While the role is often independent, an executive assistant needs to collaborate with other members of the team or department as necessary.
  • Discretion and Integrity: Given the confidential nature of the role, integrity and the ability to handle sensitive matters discreetly is crucial.
7. Certifications (Optional but Beneficial):
  • Certified Administrative Professional (CAP): Offered by the International Association of Administrative Professionals (IAAP), this certification can demonstrate a high level of skill and commitment to the profession.
  • Project Management Certification: For those managing multiple projects, a certification like PMP (Project Management Professional) can be advantageous.
  • Notary Public: Some executive assistants may be required to hold a notary public designation, depending on the industry or company.
8. Industry-Specific Knowledge (If Applicable):
  • Knowledge of the Industry: Familiarity with the industry in which the executive operates (e.g., finance, tech, healthcare) can be a plus, as it may help with communication, understanding industry-specific terminology, and anticipating the needs of the executive.
9. Emotional Intelligence:
  • Strong Emotional Intelligence (EQ): The ability to read emotional cues, understand different perspectives, and manage relationships effectively is crucial, particularly in high-stress situations.