Executive Assistant (Raleigh, North Carolina)

About the Role

The Executive Assistant will perform general administrative duties, including handling confidential materials, correspondence, memos, reports, and presentations for multiple Directors. This role involves managing complex agendas, travel arrangements, corporate credit card reconciliations, filing systems, and meeting preparations. The Executive Assistant will also screen calls and communications, maintain business development materials, and oversee proposal submission deadlines with proactive follow-up.

Responsibilities

• Prepare Due Diligence packages, RFP submissions, special event planning, holiday gift projects, and donations.
• Manage directors’ calendars and independently schedule appointments.
• Coordinate RFP and special project submissions with the business development department.
• Act as a liaison for the property management department with insurance claims and policies.
• Screen incoming calls and correspondence, responding independently when possible.
• Handle difficult customer situations professionally while acting as a liaison between customers and the property management team.
• Prepare memorandums outlining administrative procedures and policies, and monitor compliance.
• Arrange programs, events, or conferences, including facilities, catering, invitations, speakers, and budget control.
• Direct preparation of records such as agendas, notices, minutes, and resolutions for corporate meetings.
• Act as custodian of corporate documents and records.
• Direct preparation and filing of corporate legal documents with government agencies.
• Take and transcribe dictation, and compose confidential correspondence, reports, and complex documents.
• Create and maintain database and spreadsheet files.
• Arrange complex and detailed travel plans, compile documents for travel-related meetings, and accompany supervisors when requested.
• Coordinate Due Diligence assignments and compile reports for clients.
• Conduct online or other research as requested.
• Compile work from multiple parties into cohesive documents, including large proposals and due diligence reports.
• Perform other duties as assigned.

Requirements

• Bachelor’s degree (B.A.) from a four-year college or university; or at least three years of related experience and/or training; or equivalent combination of education and experience.
• Proficiency in Microsoft Outlook, Word, Publisher, and Excel.
• Exposure to photo file formats.
• Excellent grammar and editing skills.
• Proficient in internet research.
• Ability to work independently or as part of a team.
• Ability to read, analyze, and interpret client communications, internal emails, business periodicals, professional journals, technical procedures, or governmental regulations.
• Ability to author reports, business correspondence, and procedure manuals.
• Ability to effectively present information and respond to questions from clients, management, employees, and the public.
• Ability to calculate figures such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.
• Proficiency in authoring and working with Excel documents.
• Ability to solve practical problems and deal with variables in situations with limited standardization.
• Ability to interpret instructions furnished in written, oral, diagram, or schedule form.
• Proficiency in Microsoft Office Suite (Word, Publisher, PowerPoint, and Excel) and internet use. Familiarity with apartment management software is a plus.

Skills

• Analytical: Synthesizes complex or diverse information; collects and researches data; uses intuition and experience to complement data; designs workflows and procedures.
• Problem Solving: Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem-solving situations.
• Oral Communication: Participates in meetings; possesses excellent oral communication skills.
• Written Communication: Writes clearly and informatively; edits work for spelling and grammar; varies writing style to meet needs; presents numerical data effectively.
• Ethics: Treats people with respect; works with integrity and ethically.
• Organizational Support: Follows company policies and procedures; completes administrative tasks correctly and on time; supports organizational goals and values.
• Planning/Organizing: Prioritizes and plans work activities; uses time efficiently; plans for additional resources; sets goals and objectives; organizes or schedules other people and their tasks.
• Professionalism: Reacts well under pressure; treats others with respect and consideration; accepts responsibility for own actions; follows through on commitments.
• Quality: Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; applies feedback to improve performance.
• 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: Consistently at work and on time; ensures work responsibilities are covered when absent; arrives at meetings and appointments on time.
• Dependability: Follows instructions, responds to management direction; takes responsibility for own actions; keeps commitments; commits to long hours when necessary to reach goals.

Benefits

• Health, Dental, and Life Insurance
• 401K Retirement Plan
• Employee Assistance Program
• Long-Term Disability
• Vacation and Sick Leave

Occasional overtime and after-hours/weekend work may be required.