Executive Assistant Job at KW Property Management LLC in Miami

The Executive Assistant provides high-level administrative support to the President and COO, and is the key employee liaison between the client and KWPM services & internal support staff. The Executive Assistant must perform the job duties with a view toward projecting a professional and competent image: Service to the customer in a friendly and outgoing manner is essential, while timeliness and professional appearance are key. The position is fundamental to the administrative and operational functions of the Company and as such requires established organizational skills, with attention to detail and solid time management, and good interpersonal skills.

Duties and Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Assist in the daily operation of administrative duties following established company procedures and guidelines
• Perform administrative assistant functions including but not limited to: record keeping, typing reports, memos, letters and other documents using word relevant computer software
• Maintain, update, type, and coordinate account information in computer databases
• Plan, schedule, coordinate, and track important dates and meetings. To include, but not limited to; reservations, coordination of conference rooms, events and lunches. There will be times in which travel to the meeting site will be required.
• Prioritize e-mails by urgency and respond in a timely manner; within 24 hours
• Manage the calendar of the COO
• Plan and manage travel arrangements for various team members within the Executive team.
• Manage and prioritize schedule and calendar of COO
• Prepare agendas for all meetings; including the usage of Constant Contact and GoToMeeting
• Record, type and distribute meeting minutes
• Prepare PowerPoint presentations and preparation for all meetings.
• Handle reimbursements and travel costs for COO.
• Special projects as instructed.

Work Environment

This position will be located indoors and in an office setting.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

The employee is occasionally required to sit, stand, reach, lift, bend, kneel, stoop, climb, push and pull items weighing 20 pounds or less. The position requires manual dexterity; auditory and visual skills; and the ability to follow written and oral instructions and procedures.

Position Type/Expected Hours of Work

This is a full-time exempt (salary) position. Days and hours of work will be Monday – Friday; 8:30 am – 5:30 pm.

Travel

Minimal travel will be required for this position. Travel will generally be to attend meetings and trainings at an off-site location, generally within the city limits of the property.

Required Education and Experience

• College degree required
• Prior experience in a related position and working with Executive level team members is required.
• Working knowledge of computer and associated programs; MS Office Suite.
• Ability to multi-task, set, and manage priorities.
• Excellent communication and listening skills in order to interact with a diverse and multi culture population.
• Keyboarding ability with accuracy at 45-50 words per minute.
• Must function in team organized environment.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.