Executive Assistant

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As an Executive Assistant, you’ll be responsible for providing a broad range of administrative support to the region president and other senior leaders. Performs office work directly related to managing office operations, calendar management, planning and coordinating corporate meetings including luncheons and special events, complete with agenda and itinerary preparations, managing projects, and providing general assistance in a fast‑paced environment. This individual contributor role is a highly sought‑out and visible internal regional resource.

• Responsible for providing general support to region president, SVP of Accounting, HR VP, and other members of the executive team as needed, and/or for special projects.
• Serves as the office liaison with the building and facilitates office maintenance needs.
• Prepares expense reports, reconciles PCard and Fed Ex reporting, including allocations and community billbacks.
• Submit and approve corporate vendor invoices in AVID and ADP work flows as needed.
• Manages new client contract execution, distribution of, and maintenance of electronic and hard copies.
• Responsible for sending out various communications on behalf of leadership.
• Source, plan, coordination, and execution of all executive meetings held in the office, as well as group activities held in other venues, transportation, and hotel coordination:
• Set up conference rooms, order and prepare meals including food set/clean up.
• Create name tags, table tent cards, print materials.
• Purchase and set up snacks and drinks in the meeting room.
• Partner with VP of HR on various projects and initiatives, including all regional recognition programs. Includes ordering and distribution of awards, calendar invitations, power point decks, etc.
• Order flowers, gift cards and other gifts for employees as requested by executives.
• Handles requests for The Addison conference room bookings.
• Assist leadership with hotel, flight and car reservations as needed.
• Receive and distribute incoming faxes for Dallas and Fort Worth offices.
• Manage and approve reservation requests for Dallas office conference rooms.
• Proofread correspondence for accuracy of general grammar, spelling, etc.
• General administrative tasks include email, answering phones, faxing, mailing, filing, and scanning/photocopying.
• Ensure that the telephone is answered properly, and messages are handled courteously, accurately and in a timely manner.
• Preferably, serves as office notary related to community management documents, including but not limited to management certificates, bankruptcies, and foreclosures.
• Practice and adhere to First Service Residential Global Service Standards and Company Values; demonstrate culture and brand ambassadorship.
• Conduct business at all times with the highest standards of personal, professional, and ethical conduct.
• Follow all policies, safety precautions, and Standard Operating Procedures as outlined and instructed by Management.
• Perform any range of special projects, tasks and other related duties as assigned.

To perform this job successfully, an individual must be extremely detail‑oriented and organized, able to multitask and manage upwards, ability to exhibit discretion in all matters confidential and otherwise, ability to work well with all levels within the company, handle multiple deadline‑driven projects with ease while under pressure, and be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• 3+ years of experience supporting senior leadership, including prior general office and administrative support and responsibilities.
• High School Diploma required; bachelor‑s degree preferred or equivalent experience.
• Working independently, critical thinking, problem solving, judgement and decision‑making abilities are necessary.
• Ability to maintain the highest degree of confidentiality.
• Demonstrated ability towards…