Office Administrator at Crown Residential

Position Summary:

The Executive Assistant will provide administrative support to two of our Executives as well as the Director of Community Relations and other senior staff as required. The position is a fast-paced and hands-on administrative role responsible for managing the day-to-day needs of busy executives. The Executive Assistant will provide exemplary service in a manner consistent with the values and mission of the Crown Residential. He or she performs all responsibilities while demonstrating outstanding customer service skills.

Duties and responsibilities:

• Serves as the gatekeeper.
• Arranges domestic and international travel and accommodation for executives.
• Extensive detailed calendar management.
• Schedules conference calls and Zoom meetings.
• Schedules and attends meetings with or on behalf of executives, taking notes and recording minutes if needed.
• Receives incoming communication/mail, reviews contents, determines importance, and summarizes and/or distributes contents to appropriate staff.
• Performs office tasks, including maintaining electronic files and records, ordering supplies, setting up meeting rooms, and ordering groceries and lunch.
• Monthly credit card reconciliation.
• Preparation of out-of-pocket expense reports quarterly.
• Aviation management
• Yacht management
• Family Office support
• Any other responsibilities as assigned.

Qualifications:

• Highly organized, detail-oriented, people-oriented individual.
• Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.
• Able to type 60 words per minute.
• Able to work under tight deadlines and use time effectively based on key priorities.
• Strong customer service, communication, and interpersonal skills.
• Effective written and verbal communication skills with influence ability to gain buy-in from teammates, customers, and management.
• Ability to present and communicate effectively.
• Extremely proficient with Microsoft Office Suite or similar software with the ability to easily learn new or updated software.

Crown Residential, LLC. is an equal employment opportunity employer. Applicants are considered for positions without discrimination on the basis of race, color, religion, sex, national origin, age, disability, sexual orientation, gender identity, veteran status or any other consideration made unlawful by applicable federal, state, or local laws.

Required Education and Experience:

• High school diploma required; Bachelor's degree in Business Administration or related field preferred, may substitute experience for degree.
• At least 5 years of related experience serving a C-Class executive.
• Advanced command of Microsoft Office suite including but not limited to; Word, Excel, Power Point and Outlook and general proficiency in hardware.
• Self-aware and self-disciplined as it relates to emotions and how it affects others; Possesses motivation, empathy and social skills used to build and maintain relationships.

Preferred Education and Experience:

• Multiple language fluency is desirable and may be required.
• Professional event management a plus.
• Extensive travel arrangement experience, domestic and international.
• Some Property Management experience is a plus.
• Proficiency with Quickbooks is required

Working Relationships:

Internal

• Executive Leadership Team
• Regional Leadership
• Home Office Departments

External

• Clients
• Vendors & Business Professionals

Position Type/Expected Hours of Work:

• This is a full-time position, working normal business hours.
• Must be able to work extended hours and weekends based on need.
• Must be able to respond to emergencies in a timely manner.

Travel:

• May be required to travel long distances to different locations throughout the State of Florida to attend and execute overnight meetings such as the Mid-Year Executive Retreat and the Annual Retreat.
• Valid Driver's License required.

Working Conditions:

The majority of work will be completed indoors in a temperature-controlled environment with little to moderate noise levels. May require outdoor site visits on an occasional basis.

Physical requirements:

• Ability to hear, understand and respond appropriately to verbal requests made in person and over the telephone.
• Visual ability correctable to 20/20.
• Working in an upright standing or sitting position for long periods of time, minimum 75% of the day.
• Ability to communicate, receive and respond verbally and written in an understandable, professional manner.
• Manual dexterity to input data into the computer.
• Ability to reach, grasp, lift, stoop and bend.
• Ability to quickly and easily navigate the property/ building as required.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

DISCLAIMER: This is not an all-inclusive job description. In addition, management has the right to change any portion of this job description at any time and for any reason. Further, your signature of this job description does not change the at-will nature of your employment.

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