PARKCHESTER SOUTH CONDOMINIUM
JOB TITLE: EXECUTIVE ASSISTANT
LOCATION: Parkchester
DEPARTMENT/DIVISION: Operations
SUMMARY/OBJECTIVE
Reporting directly to the General Manager, the Executive Assistant will be responsible for overseeing the administrative operations of the condominium Executive office.
Responsibilities include but are not limited to the following:
ESSENTIAL FUNCTIONS/MAJOR RESPONSIBILITIES
- Act as the point of contact between executives and employees/clients
- Create regular reports and update internal databases; and do so by collecting and analyzing information
- Manage administrative and clerical responsibilities of Executive and Operations office
- Manage phone and email communication
- Respond appropriately to employee queries
- Facilitate internal communications (i.e. direct communication to appropriate source, distribution of information)
- Assist with enforcement of company policies and procedures
- Coordinate daily calendars of senior managers
- Plan appointments and events
- Verifies employee payroll daily and/or weekly including clock in and out times and submits approvals for accrued time to payroll
- Communicates with Operations and Human Resources on employee absence, on or off the job injury or disability for payroll
- Welcomes guests and customers by greeting them, in person or on the telephone; answering or directing inquiries
- Maintains customer confidence and protects operations by keeping information confidential
- Resolve customer complaints as representative of Operations and/or direct them to proper resolution
- Represent operations during court violation hearings for HPD cases
- Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics
- Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications
- Maintains executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel
- Represents the executive office by attending meetings in the executive's absence; speaking for the executive
- Completes projects by assigning work to clerical staff; following up on results.
- Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions
- Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies
- Ensures operation of equipment by completing preventative maintenance requirements; following manufacturer's instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques
- Maintains professional and technical knowledge by attending training workshops; reviewing professional publications; establishing personal networks; participating in professional associations
- Contributes to team effort by accomplishing related results as needed
- Performs additional assignments as required by operating needs of the company or as directed by upper management.
REQUIREMENTS
- Experience in property or capital projects management preferred
- Ability to manage multiple projects, prioritize and meet deadlines in a fast-paced environment
- Excellent interpersonal and communication skills, with demonstrated ability to speak and write clearly
- Excellent organization, time management, and follow-up skills
- Acute attention to detail
- Highly proficient with MS Suite
- Demonstrated ability to be self-directed and take initiative
- Demonstrated ability to maintain professionalism and confidentiality
- Must be able to adhere to all policies and procedures as stated in the PSC Employee Handbook
- Minimum Bachelor’s Degree in Business Administration/Management or equivalent four-year degree or experience
- Minimum two to four years’ experience in business administration, real estate or property management
- Understanding of applicable federal, state, local and company regulations
Parkchester South Condominium provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, hairstyle, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.
Job Type: Full-time
Pay: $18.50 - $21.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Vision insurance
Schedule:
Education:
Experience:
- Microsoft Office: 2 years (Required)
- Business Administration: 2 years (Required)
Work Location: In person