Executive Assistant Job at Advanced Management Group in Las Vegas

Position Summary:

The Executive Assistant is a central figure within the organization, providing essential support to the Vice President of Operations and, as needed, to the CEO and other members of the Executive Team. This role encompasses a wide range of responsibilities, from managing schedules and communications to handling administrative tasks with a high degree of confidentiality and professionalism. The position requires a proactive individual with a robust understanding of the real estate and property management industries, ensuring that executive leadership can focus on strategic decision-making and company growth. The Executive Assistant is instrumental in facilitating the smooth and efficient functioning of the executive office, reflecting the dynamic nature of the business environment.

Essential Functions and Responsibilities:
The Executive Assistant will complete a broad variety of tasks for the company including but not limited to the following as other duties may be assigned by management as needed:

Executive Support

• Manages complex calendars, schedule meetings, and coordinates travel arrangements for both executives.
• Screens and prioritizes incoming calls, emails, and correspondence.
• Prepares and edits correspondence, presentations, and reports.
• Organizes and maintains digital and physical filing systems.
• Coordinates and schedules board meetings, prepares agendas, and takes detailed minutes.
• Handles confidential and sensitive information with discretion.

Office Management

• Serves as the primary point of contact between executives and internal/external stakeholders.
• Coordinates with Regional Managers, Property Managers and Maintenance Supervisors, and other applicable personnel to relay executive decisions and updates.
• Maintains office supplies and manages vendor relationships.
• Processes expense reports and handles reimbursement procedures.
• Books travel for Executive team.
• Assists in planning and executing company events and meetings.

Property Management Support

• Tracks and compiles property performance reports for executive review.
• Coordinates with Regional and Property Managers for weekly status updates.
• Helps organize property inspections and site visits.
• Monitors and follows up on action items from property management and other applicable meetings.
• Tracks and compiles property performance reports.

Position Qualifications:

Professional Competencies:

• Superior customer service skills including the ability to manage difficult contacts and/or situations.
• High level of professionalism and business acumen.
• Excellent interpersonal skills and emotional intelligence.
• Ability to anticipate needs and take initiative.
• Flexible and adaptable to changing priorities.
• Ability to maintain composure under pressure.
• Exemplary professional verbal and written communication skills.
• Attention to detail, accuracy, organizational, time-management, and problem-solving skills.
• Detail-oriented; ability to manage conflicting priorities and adjust priorities as necessary.
• Maintains a positive businesslike attitude and neat, clean, and appropriate grooming.

• Basic math skills; ability to analyze figures; knowledge of accounting principles; excellent verbal/written communication, multi-tasking, prioritizing, and organizational skills.
• Strong problem-solving and decision-making abilities

Technical Skills:

• Advanced proficiency in Microsoft Office 365 (Outlook, Word, Excel, PowerPoint, etc.)
• Property management software experience (Entrata, AppFolio, or similar)
• Advanced Excel skills.
• Proficiency in digital calendar management and presentation software.
• Experience with social media platforms and design tools (Canva, LinkedIn, Facebook, Instagram, etc.)

Working Conditions:

• Full-time, Monday through Friday.
• Flexible availability for early morning/evening meetings.
• Occasional weekend work for special projects or events.
• Professional office environment in Las Vegas.
• Some local travel between properties
• Physical requirements include but are not limited to:
  1. Computer work for extended periods.
  2. Walking properties and standing.
  3. Lifting up to 50 lbs.
  4. General mobility (climbing, bending, lifting, reaching, stooping, etc.)

Position Requirements:

• Bachelor's degree preferred or equivalent work experience
• 5+ years of executive assistant experience, preferably in real estate or property management
• Advanced proficiency in Microsoft Office Suite and property management software
• Outstanding written and verbal communication skills
• Exceptional organizational and time management abilities
• Experience handling confidential information with discretion
• Strong problem-solving skills and ability to work independently
• Notary Public certification preferred or willingness to obtain

What We Offer:

• Competitive salary and comprehensive benefits package
• Professional development opportunities
• Dynamic, fast-paced work environment
• Exposure to various aspects of property management and real estate

Advanced Management Group is an Equal Opportunity Employer and values diversity in our workplace.