What are the responsibilities and job description for the Executive Assistant position at MLS Property Information?
Job purpose
Assist President & CEO with a wide variety of situations involving the administrative functions of the executive office. Responsible for coordination and scheduling of Board meetings, any travel arrangements required for CEO and Board members. Responsible for duties as assigned by President & CEO.
Duties and responsibilities
- Works closely with the President & CEO, helps plan and organize the schedules and administrative activities to ensure that all Executive obligations are met.
- Assists with the administration of the corporate business travel account with AMEX Global Business including user setup, travel booking, training, and reservation changes for all users.
- Coordinates all travel arrangements for President & CEO, Directors of the Company, and MLS PIN staff as needed.
- Directs preparation of records such as notices, minutes, and resolutions for stockholders and directors’ meetings. Interfaces with Legal Counsel as needed for these items.
- Manage President & CEO expenses and reimbursement claims, including company credit card expense reports and associated receipt documentation.
- Responsible for the administration and recording of company stock issues and transfers. Maintains written communication with stockholders. Assists COO and CFO with annual stockholder meeting. Works with corporate legal counsel on shareholder related issues.
- Acts as a site custodian of corporate documents and records.
- Directs preparation and filing of corporate legal documents with government agencies to conform to statutes.
- Schedules appointments, composes needed correspondence, reads, and routes incoming mail to President & CEO, and performs other administrative and clerical duties.
- Provides administrative support for the COO, CFO, and CSMO as needed.
- Assists the HR Business Partner/Building Supervisor as needed with office supply replenishment and staff event planning.
- Fulfills other duties as assigned by President & CEO.
Qualifications
- Associates degree in Business or related work experience
- 5 years’ experience with Microsoft Office suite: Outlook/Word/PowerPoint/Excel/Teams
- 5 years’ experience as an executive assistant to C-suite with special attention to confidentiality as it relates to the office of the President.
- Oral and Written Communication Skills
- Interpersonal Skills
- Grammar/Punctuation/Proofreading Skills
- Computer Literacy
- Customer Relations/Diplomacy/Professionalism
- Organization/Planning/Time Management
Working conditions
Hybrid office work environment. Required to be in office on specific days, while other will be remote work. Moderate noise.
Physical requirements
Requires clear communication in person and over telephone. Visual acuity adequate to perform job duties, including visual examination of data and reading information from printed sources and computer screens. May require lifting of up to 15 pounds.
Direct reports:
None
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