Description Hayward housing client is looking for an Executive Assistant. This Executive Assistant role is Hybrid.EXECUTIVE SUPPORT: Manage executive schedule / calendar. Schedule meetings and coordinate meetings and calls for one or more executives. Prepare and edit correspondence, communications, presentations and other documents. Monitor, screen, respond to and distribute incoming communications. Screen and direct phone calls. Interact with guests and visitors. Arrange travel, accommodations, itineraries, and all correspondence related to arrangements as needed. Arrange corporate events to take place outside of the work place, such as staff appreciation events. Plan, organize, and implement various internal and external meetings. Prepare reports and presentations for meetings. Attend meetings and take accurate minutes. Uphold a strict level of confidentiality. Maintain a high level of professionalism.BOARD SUPPORT Collect and prepare documents for Board and Committee meetings (Property Operations, Resident Services, Executive Committee. Act as backup administrator for Board of Directors Coordinator as needed to:Organize Board information and if necessary, coordinate board communications via e-mail, phone, and fax as appropriate, including but not limited to notification of meeting schedules, distribution of correspondence and packets, and other board related communication.
Coordinate board meeting logistics including meeting room/venue, food, conference call info, materials, equipment, access, etc.
Attend board and committee meetings. Record attendance, take detailed notes, and produce minutes for meetings as appropriate. Ensure that signatures are obtained on resolutions and other board business in a timely manner. Participate in board activities in a highly professional and confidential manner.
ADMINISTRATIVE: Answer phones and greet guests/visitors with a high amount of professionalism and strong customer service orientation. Route and refer calls and guests accordingly. Take detailed messages as needed, and communicate them in a timely manner to appropriate staff. Escalate problems/concerns as needed to appropriate staff using good judgment and discretion. Demonstrate patience and compassion when dealing with high-need callers and guests. Handle sensitive information in confidential manner (resident-related, staff-related, and company-related).If you are interested in this Executive Assistant role, apply today!Requirements Resolve Customer Service experience
Knowledge of Microsoft Word
Microsoft Office experience desired
Calendar Management experience preferred
Deep understanding of Microsoft Excel
Excellent social skills, project coordination experience and the ability to work well with all levels of internal management and staff, as well as outside clients and vendors
Ability to use the internet for research