Personal Executive Assistant
All County Polk Property Management
Lakeland, FL USA
Posted ago
All County Polk Property Management

Personal and Executive Assistant to Entrepreneur 

The Executive Assistant relishes the opportunity to build, implement, and manage multiple systems with minimal supervision in multiple businesses owned by the Entrepreneur. The Executive Assistant is deeply committed to completing tasks the right way with a high degree of quality, attention to detail, and consistent communication. This person has immense focus and can do one thing for a long time without getting distracted. This individual may exhibit some drive and desire to influence; however, the overriding marker of his/her behavior is persistence and stability.


An Executive Assistant is deeply committed to supporting the Entrepreneur in achieving greater and greater levels of success, and to growing his/her own skills and developing into a supportive leader within the team. As the success of the team grows, this individual will be responsible for recruiting, training, and leading additional team members to ensure all administrative tasks of the Entrepreneur's businesses continue to be completed to high standards with maximum efficiency.

Responsibilities

  • Build, implement and manage all systems for clients, lead generation, database management and back office support
  • Coordinate marketing events and client activities
  • Manage website, blog sites and social media
  • Participate in company-provided training sessions
  • Manage contract to close process
  • Create and maintain an operations manual that documents all systems and standards
  • Be the first point of contact in handling customer inquiries and complaints for the Entrepreneur
  • Create, maintain and utilize a complete lead follow-up system
  • Keep Entrepreneur informed about challenges and issues that need to be handled
  • Provide concierge level customer service to clients and customers
  • Work with all preferred vendors, including professional photographers, contractors, etc.
  • Enter critical dates for property sales on shared Google Calendar
  • Send out weekly reminders of upcoming critical dates via email
  • Work with the title company as a secondary liaison on any necessary information/documentation to help get the property to a successful closing
  • Coordinate seller listing sign installation and removal at the appropriate times
  • Schedule photographers for all seller listings
  • Continue to take day to day office tasks away from Entrepreneur, organizing workflow and reducing inefficiencies
  • Assist Entrepreneur with preparation of all correspondence letters and emails
  • Manage contracts and files
  • Oversee scheduling for Entrepreneur and the team; hold weekly meeting
  • Keep detailed tracking spreadsheets
  • Prepare spreadsheets of weekly/monthly sales statistics, and expense reports
  • Manage day to day office needs
  • Project planning
  • Research and develop new systems that will benefit the team
  • Errands as needed

Qualifications

  • Technologically savvy and able to learn new programs quickly and able to troubleshoot common issues; proficiency in Word, Excel, Power Point, Outlook and Internet skills
  • Have excellent attention to detail and high-level accuracy with documents
  • Concerned with doing things the right way the first time
  • Flexible in daily routine; ability to prioritize and manage shifting responsibilities
  • Ability to assess, prioritize and act quickly
  • Learning based and solution oriented
  • Deadline driven and extremely organized
  • Open to new ideas and systems
  • Able to stay calm and patient when faced with emotional situations
  • Excellent customer service and interpersonal skills; can empathize and build relationships with a variety of personalities
  • Continue to maintain the good will and reputation of the entire team
  • Able to make quick and effective decisions, solve problems, as well as maintain confidentiality
  • Excellent verbal and written communication skills
  • Proficient in time management
  • A true professional, who supports the entire team in achieving their goals
  • Strong communication skills (verbal, reading, writing)
  • Professional dress and conduct
  • Self-motivation, initiative and ability to follow through tasks to completion
  • Problem solver with analytical ability
  • Ability to work independently, take initiative, and be very organized
  • Eye for detail and accuracy

Compensation
$32,000
About All County Polk Property Management

The Entrepreneur owns a group of companies that are complimentary to each other. Two real estate brokerages with focus on property management and working with real estate investors. A remodeling/construction company specializing in kitchen, bath and whole house remodeling. A property investment company that buys and sells real estate (not a brokerage) and a lending company that invests in notes and micro loans.

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