Administrative Assistant

The Villages Accounting & Finance
The Villages, FL Full Time
POSTED ON 1/19/2022 CLOSED ON 3/1/2022

Job Posting for Administrative Assistant at The Villages Accounting & Finance

Within the spirit of “Making People’s Dreams Come True”, this position is responsible for administrative tasks such as scheduling meetings/appointments, calendar management, formatting information for internal & external communication and correspondence, data gathering & analysis, report generation, daily office functions including ordering supplies and sorting mail and providing administrative assistance to the Accounting Leadership team while also delivering Raving Fans Customer Service to internal and external customers.

Responsibilities:

  • Manage and coordinate key administrative tasks
    • File management and maintenance
    • Maintain confidentiality with sensitive and/or proprietary information
    • Maintain leadership team schedules
    • Compose & generate complex and confidential correspondence, reports, & presentations
    • Assemble and distribute reports for internal and external customers; manage information flow in an accurate and timely manner; ensure deadlines are met
    • Plan, manage, distribute, & track various meeting agendas, meeting minutes, & action items
  • Use company standard software to independently research, create, develop, & generate data analysis, status or other reports, presentations, spreadsheets, and correspondence
  • Design & generate correspondences, memos, charts, tables, graphs, reports, data & statistical analysis, business plans, etc.
  • Planning and coordinating multiple presentations, disseminating information, and organizing events
  • Support and/or represent the leadership team by attending meetings and recording detailed notes for distribution
  • Preparing and performing bank reconciliations and preparing wire instructions
  • Receive phone calls and distribute messages and exercise judgment in independently handling requests as appropriate
  • Act as point of contact to welcome guests and customers by greeting them in person or on the telephone & answering or directing inquiries
  • Sort, open, & distribute incoming faxes, emails, mail or other leadership team correspondence
  • Organizing, copying, filing and maintaining inventory of office supplies

Education/Experience Requirements:

  • High School graduate; additional qualifications such as an advanced degree or certifications preferred
  • Proven experience as an executive assistant or other relevant level support
  • Superb planning, organization, and time management skills
  • Ability to multi task, work independently, think proactively, and prioritize
  • Ability to exercise & maintain discretion and confidentiality
  • High level of attention to detail as well as exceptional verbal and written communication skills
  • Interest and understanding of bookkeeping/accounting
  • Experience scheduling appointment s and updating calendars
  • Strong proficiency in the use of Microsoft Office software including PowerPoint, Word, Excel, and Outlook
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