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Posted : Wednesday, January 03, 2024 05:03 PM
The Executive Assistant to the General Manager is responsible for handling the schedule, calendar and travel arrangements for the Vice President/General Manager Ocala and assists with telephonic, e-mail and written communication from their office.
This position is key to assisting other departments in the absence of the General Manager by providing solutions, knowing where to find information, referring to the responsible person or department, and providing an immediate answer when possible.
Additionally, this position handles executive office support needs and provides office coverage, including such tasks as answering telephones, greeting visitors, processing incoming and outgoing mail, opening and distributing mail, copying, scanning, faxing, preparing vouchers for payment and maintaining master filing system for the office.
Responsibilities: Manages the General Managers calendar and independently schedules appointments Screens incoming calls and correspondence and responds independently when possible Prepares memorandums outlining and explaining administrative procedures to supervisory workers, and monitors compliance Arranges programs, events, or conferences by arranging for facilities and caterer, issuing information or invitations, coordinating speakers, and controlling event budget Directs the preparation of records such as agenda, notices, minutes, and resolutions for meetings, including corporate functions Verifies all spending and documentation for the General Managers credit card statement Prepares monthly General Manager newsletter article for review and publication Monitors inventory of all Security Gate forms and supplies to the gates as needed Creates all monthly community access passes for employees and vendors as well as passes for the Rental Department Directs preparation and filing of corporate legal documents with government agencies to conform to statues Acts as custodian of corporate documents and records Takes and transcribes dictation, and composes and prepares confidential correspondence, resident letters, reports, and other complex documents Creates and maintains database and spreadsheet files.
Establishes and maintains corporate projects using MS Office Arranges complex and detailed travel plans and itineraries, compiles documents for travel-related meetings, and accompanies president when requested Performs all duties in adherence to Company standards Strives to maintain a safe working environment through the prevention of accidents, the preservation of equipment, and the achievement of safe working practices Maintains a positive and professional demeanor toward all residents, visitors and co-workers Performs other duties as assigned Education and Experience: High School Diploma or equivalent required, Bachelors Degree preferred 5+ years of administrative experience at the executive level required Previous managerial experience preferred Skills and Knowledge: Must be able to read, write and understand English with excellent written and verbal communication skills Bilingual (Spanish) strongly preferred Computer skills, including Microsoft Office, required Strong customer service skills required Knowledge of operation of standard office equipment Ability to communicate effectively and follow oral and written instruction Planning and organizing skills with strong attention to detail and accuracy Personal Attributes: Strong interpersonal skills Honesty and integrity Team player Self-motivated Strong work ethic Commitment to diversity, equity and inclusion Organizational Relationships Reports to: Vice President/General Manager - Ocala Supervises: None Certifications and Licenses A valid Florida Drivers License with acceptable driving history is preferred Colen Built Development provides equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law.
In addition, Colen Built Development will provide reasonable accommodations for qualified individuals with disabilities.
***Drug free work place.
This position is key to assisting other departments in the absence of the General Manager by providing solutions, knowing where to find information, referring to the responsible person or department, and providing an immediate answer when possible.
Additionally, this position handles executive office support needs and provides office coverage, including such tasks as answering telephones, greeting visitors, processing incoming and outgoing mail, opening and distributing mail, copying, scanning, faxing, preparing vouchers for payment and maintaining master filing system for the office.
Responsibilities: Manages the General Managers calendar and independently schedules appointments Screens incoming calls and correspondence and responds independently when possible Prepares memorandums outlining and explaining administrative procedures to supervisory workers, and monitors compliance Arranges programs, events, or conferences by arranging for facilities and caterer, issuing information or invitations, coordinating speakers, and controlling event budget Directs the preparation of records such as agenda, notices, minutes, and resolutions for meetings, including corporate functions Verifies all spending and documentation for the General Managers credit card statement Prepares monthly General Manager newsletter article for review and publication Monitors inventory of all Security Gate forms and supplies to the gates as needed Creates all monthly community access passes for employees and vendors as well as passes for the Rental Department Directs preparation and filing of corporate legal documents with government agencies to conform to statues Acts as custodian of corporate documents and records Takes and transcribes dictation, and composes and prepares confidential correspondence, resident letters, reports, and other complex documents Creates and maintains database and spreadsheet files.
Establishes and maintains corporate projects using MS Office Arranges complex and detailed travel plans and itineraries, compiles documents for travel-related meetings, and accompanies president when requested Performs all duties in adherence to Company standards Strives to maintain a safe working environment through the prevention of accidents, the preservation of equipment, and the achievement of safe working practices Maintains a positive and professional demeanor toward all residents, visitors and co-workers Performs other duties as assigned Education and Experience: High School Diploma or equivalent required, Bachelors Degree preferred 5+ years of administrative experience at the executive level required Previous managerial experience preferred Skills and Knowledge: Must be able to read, write and understand English with excellent written and verbal communication skills Bilingual (Spanish) strongly preferred Computer skills, including Microsoft Office, required Strong customer service skills required Knowledge of operation of standard office equipment Ability to communicate effectively and follow oral and written instruction Planning and organizing skills with strong attention to detail and accuracy Personal Attributes: Strong interpersonal skills Honesty and integrity Team player Self-motivated Strong work ethic Commitment to diversity, equity and inclusion Organizational Relationships Reports to: Vice President/General Manager - Ocala Supervises: None Certifications and Licenses A valid Florida Drivers License with acceptable driving history is preferred Colen Built Development provides equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law.
In addition, Colen Built Development will provide reasonable accommodations for qualified individuals with disabilities.
***Drug free work place.
• Phone : NA
• Location : 8445 SW 80th Street, Ocala, FL
• Post ID: 9076634647
