Executive Assistant And Office Administrator

Description

EXECUTIVE ASSISTANT + OFFICE ADMINISTRATOR - GENERAL JOB DESCRIPTION

The Executive Assistant + Office Administrator is responsible for providing full administrative support to advance the activities of the Managing Director, AOA West. Functions as an extension of the AOA Executive Team anticipating needs and proactively addressing issues. Assists in the organization, prioritization and overall management of the Managing Director's schedules and administrative needs by evaluating internal and external resources and effectively handling issues as they arise. Must handle sensitive and confidential material discreetly. Supports business development initiatives and activities that the AOA Executive Team is involved in such as prepping for client presentations and attending industry and community events. Leads the planning and execution for AOA team member activities and company events sponsored and supported by the Executive Team. The Executive Assistant + Office Administrator oversees the AOA West Coast office support activities and management of the facility to ensure that the office is client ready each day.

EXECUTIVE ASSISTANT + OFFICE ADMINISTRATOR – JOB RESPONSIBILITIES

Executive Support

• Attends and plans industry events and business development opportunities on behalf of the Company and AOA Executive Team when necessary
• Manages work in a confidential manner, ensuring information is shared with internal and external individuals in an appropriate manner; provides guidance to peers as necessary regarding proprietary information. Confidential information typically consists of company or personnel sensitive information.
• Prepares and reconciles expense reports for Managing Director, AOA West.
• Overall administrative support duties for the Managing Director, AOA West.
• Manages special projects assigned by the AOA Executive Team
• Serves as a point of AOA West Coast contact for the AOA Executive Team. Contacts are frequent within and outside the organization and involve obtaining and providing information on matters of moderate to high importance to the organization and may be of a sensitive/confidential nature.
• Assumes responsibility for responding to inquiries and requests on behalf of the Managing Director.

Calendaring and Scheduling

• Makes and manages travel arrangements for the Managing Director.
• Orders meals and catering for office meetings, client presentations and company events.
• Plans and organizes AOA West Coast team outings, employee events and AOA company events supported by the Executive Team (Holiday Party, IAAPA events, TEA events, etc.)
• Meeting/appointment coordination and support for the AOA Executive Team.
• Responsible for all aspects of meeting preparations for major meetings and internal and external presentations when AOA Executive Team Members are presenting.
• Maintains calendars for the Managing Director including responsibility for scheduling and assisting with time management; reminding the Managing Director of appointments and prepping him/her for such appointments; ensuring travel time is scheduled and resolving meeting conflicts.

Office Support

• Manages the office files, mail correspondence and supplies inventory. Identifies and implements operating cost savings initiatives.
• Demonstrates organizational behavior with office that keeps the business efficient, streamlined and always client ready. Assigns responsibilities to the AOA West Coast employees working at the office and hold them accountable for these tasks. This is a team effort but this position is ultimately responsible for maintaining the daily show quality of the AOA West Coast office.
• Manages the coverage for the main office phone and reception area to ensure that the office has phone and lobby coverage during office hours throughout the day.

Aoa Company Information

Why you should work for AOA

At AOA we take our work seriously, which is why we really like to have fun with our team members and live up to being one of the Best Places to Work in Orlando. We are committed to monthly Team Celebrations (such as happy hours, lunches, cookouts), admission to special industry sponsored events, an AOA Holiday Party in December, AOA Kids Camp at the office, team entries fees for local race events, reimbursement for athletic wear and classes, and AOA swag for our employees. ? We also offer commuter benefits, paid time off (vacation, sick leave, bereavement, and jury duty), health care and long-term disability benefits, 401K retirement benefits, paid maternity leave, cell phone allowance, and a continuing education reimbursement.

AOA Vision

To dream, create, and build global experiences of a lifetime.

AOA Mission

To create and build innovative and transformative experiences that astonish and exceed expectations.

At AOA, it is our expectation that all employees embrace and uphold our Company Values:

Communication – Be open, authentic, approachable, timely, and purposeful in everything that we do.

• Professionalism - Professionalism truly lies in the individual's sense of responsibility to client, team, and projects.
• Transparency - Transparency is key in the development of trust between parties and is essential in communicating with honesty.
• Respect - Respect should be given across the board.

Quality– Deliver every project knowing we did our best.

• Exceed Expectations – Go beyond what our client needs.
• Innovation – Continuously think outside the box and never be complacent.
• Repeat Business – Ensure our clients know they can trust us every step of the way to go above and beyond.

Leadership - Empower everyone to do the right things, not just do things right.

• Financially Responsible – Manage money in a way that is productive and in the best interest of the client and company.
• Problem Solvers – Don't be intimidated by challenges. Be creative, effective, and efficient to get the job done.
• Integrity – Have courage and confidence to do the right thing and inspire others to do the same.

Teamwork - Work collaboratively to create an environment where trust, honesty, and integrity is most important.

• AOA Family & Community – Be a good human and take care of one another.
• Inclusion – Make everyone feel that they are valued and respected.
• Diversity – Promote diversity of thought, people, and culture.

Balance - Be present at work and at life.

• Quality of Life - Happiness matters.
• Wellness - Devote time to physical and mental well-being.
• Embrace the moment. - Give life your all and find the fun.

Requirements

EXECUTIVE ASSISTANT + OFFICE ADMINISTRATOR - QUALIFICATIONS

The ideal candidate will possess the following experience, abilities, attributes and skills:

• Ability to support a dynamic and flexible work environment.
• Proficient in multi-tasking and results oriented.
• Demonstrated ability to handle highly confidential information.
• Bachelor's degree preferred.
• Proven experience in providing administrative support to senior executives in a fast-paced organization, including handling of sensitive or confidential information.
• Passion for compliance; exemplifies integrity.
• Ability to define problems, collect data, establish facts, and draw valid conclusions.
• Professionally conversant; positive, upbeat and optimistic outlook that resonates with all AOA employees and clientele
• In-depth expertise in Microsoft Office (Word, Excel, Outlook, and PowerPoint)
• Excellent communication (oral and written) skills and the ability to communicate effectively with internal and external stakeholders at all levels.
• Self-directed, organized, strong team player, flexibility to work with multiple changing priorities.
• 3-5+ years' experience in an admin position - in the real estate, construction or hospitality & tourism industry preferred.
• Very strong organizational skills; ability to prioritize multiple matters calmly and effectively with little or no supervision.
• Commanding knowledge of Windows based computer platform and relevant Microsoft Office software applications

PHYSICAL REQUIRMENTS

• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus
• Must be able to speak.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essentialfunctions.
• Prolonged periods of sitting at a desk and working on a computer.

PROVIDED TOOLS

Computer and associated software. Cell phone reimbursement. Mileage reimbursement at the current IRS rate for business purpose travel.

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