What are the responsibilities and job description for the Executive Assistant -Louisville, KY position at Haven Residential?
Haven Residential is a full-service property management and professional group with a wealth of industry experience in real estate operations, revenue management, marketing, and leasing, new development lease-up, accounting, purchasing control, and compliance. Haven manages over 100 properties, representing over 10,000 units in 12 states with 400 employees and growing.
Haven offers a competitive benefits package of: 10 Paid Vacation Days, 6 Paid Sick Days, 10 Paid Holidays, Immediate Eligibility for Medical, Dental and Vision Insurance, Heath Savings Account, Short Term Disability, Basic Life Insurance, Pet Insurance, 401K and more! Come join our growing team!
SUMMARY OF POSITION:
The Executive Assistant provides administrative support to the Chief Executive Officer, senior staff and other team members within the company.
ESSENTIAL JOB FUNCTIONS:
Provides administrative support to ensure efficient operation of the office, if applicable, and the executive team.
Carries out administrative duties such as filing, typing, copying, binding, scanning, etc.
Develops and carries out an efficient documentation and filing system.
Complete operational requirements by scheduling and assigning administrative projects and expediting work results.
Makes travel arrangements for senior staff such as booking flights, cars, and hotels or restaurant reservations.
Coordinate and lead planning for group and conferences. Prepare budget and track costs. Prepare rooming lists, gather travel information and coordinate food and beverage requirements.
Prepare and submit expense reimbursement requests.
Exhibits polite and professional communication via phone, email and regular mail.
Supports the team by performing tasks related to organization and strong communication.
Provide information by answering questions and requests.
Schedule appointments and maintain calendars.
Schedule and coordinate staff meetings.
Attend meetings if requested to take minutes, distribute and archive.
Prepare communications, such as memos, emails, invoices, reports and other correspondence.
Answer and return phone calls, schedule meetings and support visitors.
Contributes to team effort by accomplishing related results as needed.
REQUIRED SKILLS / ABILITIES:
The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that they are able to perform the essential functions of the job, with or without reasonable accommodation, using some other combination of knowledge, skills, and abilities:
Excellent verbal and written communication skills.
Excellent organizational skills and attention to detail.
Time management skills with a proven ability to meet deadlines.
Ability to function in a high-paced and at times stressful environment.
Extensive knowledge of office administration, clerical procedures and recordkeeping systems.
Able to type at least 50 words per minute.
Extremely proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software.
Ability to travel up to 25% of the time.
EDUCATION AND EXPERIENCE:
High school diploma required.
Associate or Bachelor’s degree in Business Administration or related field preferred.
At least four years of related experience required.
PHYSICAL DEMANDS:
Prolonged periods of sitting at a desk and working on a computer.
Must be able to lift up to 15 pounds at times.
Haven offers a competitive benefits package of: 10 Paid Vacation Days, 6 Paid Sick Days, 10 Paid Holidays, Immediate Eligibility for Medical, Dental and Vision Insurance, Heath Savings Account, Short Term Disability, Basic Life Insurance, Pet Insurance, 401K and more! Come join our growing team!
SUMMARY OF POSITION:
The Executive Assistant provides administrative support to the Chief Executive Officer, senior staff and other team members within the company.
ESSENTIAL JOB FUNCTIONS:
Provides administrative support to ensure efficient operation of the office, if applicable, and the executive team.
Carries out administrative duties such as filing, typing, copying, binding, scanning, etc.
Develops and carries out an efficient documentation and filing system.
Complete operational requirements by scheduling and assigning administrative projects and expediting work results.
Makes travel arrangements for senior staff such as booking flights, cars, and hotels or restaurant reservations.
Coordinate and lead planning for group and conferences. Prepare budget and track costs. Prepare rooming lists, gather travel information and coordinate food and beverage requirements.
Prepare and submit expense reimbursement requests.
Exhibits polite and professional communication via phone, email and regular mail.
Supports the team by performing tasks related to organization and strong communication.
Provide information by answering questions and requests.
Schedule appointments and maintain calendars.
Schedule and coordinate staff meetings.
Attend meetings if requested to take minutes, distribute and archive.
Prepare communications, such as memos, emails, invoices, reports and other correspondence.
Answer and return phone calls, schedule meetings and support visitors.
Contributes to team effort by accomplishing related results as needed.
REQUIRED SKILLS / ABILITIES:
The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that they are able to perform the essential functions of the job, with or without reasonable accommodation, using some other combination of knowledge, skills, and abilities:
Excellent verbal and written communication skills.
Excellent organizational skills and attention to detail.
Time management skills with a proven ability to meet deadlines.
Ability to function in a high-paced and at times stressful environment.
Extensive knowledge of office administration, clerical procedures and recordkeeping systems.
Able to type at least 50 words per minute.
Extremely proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software.
Ability to travel up to 25% of the time.
EDUCATION AND EXPERIENCE:
High school diploma required.
Associate or Bachelor’s degree in Business Administration or related field preferred.
At least four years of related experience required.
PHYSICAL DEMANDS:
Prolonged periods of sitting at a desk and working on a computer.
Must be able to lift up to 15 pounds at times.
WORK ENVIRONMENT:
Primary work environments will be in an office setting.
#HRA
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