Executive Assistant

Paradise Valley, AZ - USA

Monthly Salary: Not Disclosed

Posted on: 8 hours ago

Vacancies: 1 Vacancy

Job Summary

Summary

Provides administrative services at the corporate office to the Chief Operating Officer and Chief Investment Officer. Clerical duties may be assigned in accordance with establishment office procedures and may include a combination of managing email accounts and calendars filing creating reports etc.

Essential Duties and Responsibilities include the following:

Answers and responds to phone calls and communicates messages when necessary.
Manages schedule including calendars scheduling appointments conference rooms conference lines etc.
Manages travel and expense reports.
Manages communication by drafting reviewing and sending internal and external written communications; and liaising with internal team members and external constituencies (including for example executives peers and vendors) on various projects and tasks.
Updates company and departmental SharePoint pages to reflect updated activities policies news upcoming events etc.
Assists in management of BloomGrowth Entrepreneurial Operating System (EOS) software including running software during applicable meetings documenting meeting activities and updating BloomGrowth accountability chart and company/team priorities.
Gathers information prepares reports and presentations using Excel Word Power Point Adobe and other software products. Must have strong working knowledge of these programs and the ability/aptitude to quickly learn new software products.
Provides assistance with corporate events.
Works closely with the COO and CIO to inform/remind them of upcoming commitments and responsibilities. Anticipates COOs and CIOs needs in advance of meetings conferences etc.
Manages Outlook email accounts for COO and/or CIO by prioritizing messages for executives and responding when necessary.
Tracks action items and follows up on outstanding tasks to ensure timely completion.
Exercises discretion and judgment to keep proprietary business information data transactions and correspondence confidential.
Utilize AI to conduct research enhance and streamline processes etc.
Assist/provide support to other team members reporting to the COO and CIO when required. Includes willingness to provide administrative assistance and/or take on one-time and recurring special projects.
Prepares conference rooms for meetings including setting up applicable technology ensuring required supplies are present and providing refreshments.
All other duties as assigned.

Must hold a valid drivers license and have reliable transportation for travel to and from work as well as running errands as needed.

Competencies:

To perform the job successfully an individual should demonstrate the following competencies:

Analytical - Collects and researches data. Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully. Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information. Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organizations goals and values. Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change delays or unexpected events. Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.

Supervisory Responsibilities

No Supervisory Responsibilities

Physical Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Regular attendance at work is an essential function for the employee to complete daily tasks at the property site as well as interaction with prospective clients vendors residents and employees on a daily basis

Physical Demands

Employee is regularly required to sit; Use hands to finger handle or feel; Reach with hands and arms; Talk and hear; Employee can occasionally lift up to 25 pounds. Walk the property to show units manage employees inspect grounds and ensure the appearance of the property is maintained.

Vision

Specific vision abilities required by this job include Close vision; Distance vision; Peripheral vision; Depth perception; Ability to adjust focus;

Work Environment

Employee is frequently indoors in a temperature-controlled environment.

Qualification

To perform this job successfully an individual must be able to perform each essential duty satisfactorily and have the ability to work a consistent schedule. The requirements listed below are representative of the knowledge skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.

Years of Experience	3 years related experience; or equivalent combination of education training and experience.
Education	High School Diploma or equivalent required. Post-secondary education desired.
Preferred Skills	Microsoft Office including Word Outlook Power Point and Excel Demonstrated ability to quickly learn and utilize non-Microsoft software products Telephone etiquette Experience in a professional business office
Basic Skills	Active Listening Giving full attention to what other people are saying taking time to understand the points being made asking questions as appropriate and not interrupting at inappropriate times. Speaking Talking to others to convey information effectively. Reading Comprehension Understanding written sentences and paragraphs in work related documents. Critical Thinking Using logic and reasoning to identify the strengths and weaknesses of alternative solutions conclusions or approaches to problems. Math Ability Ability to calculate figures and amounts such as discounts interest commissions proportions percentages area circumference and volume. Ability to apply concepts of basic algebra and geometry.
Social Skills	Service Orientation Actively looking for ways to help people. Social Perceptiveness Being aware of others reactions and understanding why they react as they do. Coordination Adjusting actions in relation to others actions.
Computer and Electronics	Navigation Using scroll bars a mouse and dialog boxes to work within the computers operating system. Being able to access and switch between applications and files of interest. Spreadsheets Using a computer application to enter and format text and numerical data; insert delete and manipulate cells rows and columns; and create and save worksheets. Software Using computer software applications e.g. Microsoft Office to type text insert pictures format edit print save.
Other	Reliable transportation is needed to get to and from work remote work is not available for this position.

Required Experience:

SummaryProvides administrative services at the corporate office to the Chief Operating Officer and Chief Investment Officer. Clerical duties may be assigned in accordance with establishment office procedures and may include a combination of managing email accounts and calendars filing creating repor...

Summary

Essential Duties and Responsibilities include the following:

Answers and responds to phone calls and communicates messages when necessary.
Manages schedule including calendars scheduling appointments conference rooms conference lines etc.
Manages travel and expense reports.
Manages communication by drafting reviewing and sending internal and external written communications; and liaising with internal team members and external constituencies (including for example executives peers and vendors) on various projects and tasks.
Updates company and departmental SharePoint pages to reflect updated activities policies news upcoming events etc.
Assists in management of BloomGrowth Entrepreneurial Operating System (EOS) software including running software during applicable meetings documenting meeting activities and updating BloomGrowth accountability chart and company/team priorities.
Gathers information prepares reports and presentations using Excel Word Power Point Adobe and other software products. Must have strong working knowledge of these programs and the ability/aptitude to quickly learn new software products.
Provides assistance with corporate events.
Works closely with the COO and CIO to inform/remind them of upcoming commitments and responsibilities. Anticipates COOs and CIOs needs in advance of meetings conferences etc.
Manages Outlook email accounts for COO and/or CIO by prioritizing messages for executives and responding when necessary.
Tracks action items and follows up on outstanding tasks to ensure timely completion.
Exercises discretion and judgment to keep proprietary business information data transactions and correspondence confidential.
Utilize AI to conduct research enhance and streamline processes etc.
Assist/provide support to other team members reporting to the COO and CIO when required. Includes willingness to provide administrative assistance and/or take on one-time and recurring special projects.
Prepares conference rooms for meetings including setting up applicable technology ensuring required supplies are present and providing refreshments.
All other duties as assigned.

Must hold a valid drivers license and have reliable transportation for travel to and from work as well as running errands as needed.

Competencies:

To perform the job successfully an individual should demonstrate the following competencies:

Supervisory Responsibilities

No Supervisory Responsibilities

Physical Requirements:

Physical Demands

Vision

Specific vision abilities required by this job include Close vision; Distance vision; Peripheral vision; Depth perception; Ability to adjust focus;

Work Environment

Employee is frequently indoors in a temperature-controlled environment.

Qualification

Years of Experience	3 years related experience; or equivalent combination of education training and experience.
Education	High School Diploma or equivalent required. Post-secondary education desired.
Preferred Skills	Microsoft Office including Word Outlook Power Point and Excel Demonstrated ability to quickly learn and utilize non-Microsoft software products Telephone etiquette Experience in a professional business office
Basic Skills	Active Listening Giving full attention to what other people are saying taking time to understand the points being made asking questions as appropriate and not interrupting at inappropriate times. Speaking Talking to others to convey information effectively. Reading Comprehension Understanding written sentences and paragraphs in work related documents. Critical Thinking Using logic and reasoning to identify the strengths and weaknesses of alternative solutions conclusions or approaches to problems. Math Ability Ability to calculate figures and amounts such as discounts interest commissions proportions percentages area circumference and volume. Ability to apply concepts of basic algebra and geometry.
Social Skills	Service Orientation Actively looking for ways to help people. Social Perceptiveness Being aware of others reactions and understanding why they react as they do. Coordination Adjusting actions in relation to others actions.
Computer and Electronics	Navigation Using scroll bars a mouse and dialog boxes to work within the computers operating system. Being able to access and switch between applications and files of interest. Spreadsheets Using a computer application to enter and format text and numerical data; insert delete and manipulate cells rows and columns; and create and save worksheets. Software Using computer software applications e.g. Microsoft Office to type text insert pictures format edit print save.
Other	Reliable transportation is needed to get to and from work remote work is not available for this position.

Required Experience:

Key Skills

Time Management
Microsoft Office
Organizational skills
Microsoft Outlook
Microsoft Word
Personal Assistant Experience
Microsoft Powerpoint
Calendar Management
Microsoft Excel
Administrative Experience
Microsoft Outlook Calendar
Google Suite

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About Company

MC Residential Brand

MC Companies is a multifamily housing investment, development and asset management full service firm. Corporate offices in Scottsdale, Arizona and Tucson, Arizona.

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