The Collier Companies
JOB DESCRIPTION: EXECUTIVE ASSISTANT CLASSIFICATION: Non-Exempt REPORTS TO: Chief of Staff SUMMARY/OBJECTIVE This position works independently under the direction of and reports to the Chief of Staff. Responsible for administrative assignments. Must be flexible and adaptive to the ever-changing projects, the owner's objectives and company goals. This position is a full-time support position for a Ultra-High Net worth Individual who has a diverse set of interests, homes, travel, creative and business interests and relies on the support of creative staff. The Executive Assistant will provide personal and administrative support in all areas of principals life at the direction of the Chief of staff by assisting with all needs in both a pro-active and responsive manner, including but not limited to, assistance in the areas of lifestyle, finance, travel, business, philanthropic endeavors, projects, events, and the arts. ESSENTIAL FUNCTIONS General Duties Represent the Owner/Founder at meeting with vendors and clients. Anticipate Owner/Founder needs and take immediate, thoughtful action in a logical sequence. Take on and execute special projects as assigned. Take full ownership of the project and ask questions as needed. Manage and maintain budget and process Payables. Manage resources and scheduling to make sure everything is on track. Allocate and collect receipts for Credit Cards and other reports. Responsibilities may change due to market changes, or seasonal demands of position. Assist and/or execute in the planning of events. Lead quality assurance. Present to stakeholders reports on progress as well as problems and solutions. Plan and implement in projects i.e. commercial or residential renovations, repairs or new construction. Coordinate / manage events and collaborate with event planner; meticulous management of guest lists and RSVPs. Research product purchases for personal and business use. Implement and manage change when necessary to meet project outputs. Maintains project objectives. Run personal errands. Provide personal assistance and concierge services to Owner/Founder and to guests, friends and family, when instructed. Administrative Duties: Provide administrative support, which includes all office management and activities, exercising discretion and independent judgment. Perform extensive internet research and creatively research various initiatives. Manage and coordinate personal travel logistics by arranging the best value for flights, car rentals and hotels, using frequent flyer programs, private airplane and track any personal points for cost efficiency. Calendar Management: manage and maintain complex calendar, which involves extensive scheduling and coordination with relevant parties and tracking all pertinent information required for meetings and appointments. Create procedures and checklists for operations, events, etc. and update as needed. Keep tabs or records on certain home projects details and pricing and photos records. Ensure easy and safe transitions between residences, transportation, driver locations and hotels. Keep tabs on all costs and bills and entering them in expense documents, as needed. Additional duties as assigned by Principal. Financial Management Duties: Keep records of and prepare reviews of: (i) expenditures against budget (e.g. what bills have been paid; what is due, etc.) and (ii) project budgets Review and audit Owner/founders expenditures: credit cards, invoices, travel expenses, vendors, purchases. Additional duties as assigned. Simple comparison analysis. KNOWLEDGE/SKILLS/ABILITIES/QUALIFICATIONS Bachelors degree and/or (3) years of related experience. Accounting/math knowledge and strong analytical skills. Some knowledge of real estate, but not required. Excellent Office skills including: Outlook, Word and Excel Experience with contract negotiation, ability to get blueprints. Commitment to a high degree of confidentiality. Strong multi-tasking skills. Extremely organized with an eye for detail. Capable to work independently with a high-volume workload and be adaptable. Must be able to speak, read, write and comprehend English. Strong written and verbal communication skills. Excellent follow-up skills and interpersonal skills. Ability to lift a minimum of 50lbs as required to complete a task. Must be willing to sign a confidentiality agreement. Trustworthy and knowledgeable in handling confidential and/or sensitive information. Must have a valid in-state Drivers License and transportation. WORKING ENVIRONMENT Typical office setting but requires a great deal of out of office tasks. Physical demands include: typing, sitting, seeing, hearing, speaking/communicating, writing, standing, lifting, and traveling. Outdoor and indoor work required, changing weather conditions. Outdoor activities and commuting from one home to another or one building to another. Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
Gainesville, Florida, 32601, United States
June 25, 2019
The Collier Companies
Real Estate/Property Management
microsoft excel, event planning, microsoft word, event management, english, writing, organization, microsoft outlook, art, budgets, accounting, office management, calendar management, detail oriented, typing