Administrative Assistant to the COO
Company: Stellar MLS
Location: Orlando
Posted on: October 2, 2024
Job Description:
Description:Stellar MLS was Named a 2022 and 2023 Top Workplace
by Orlando Sentinel!We are seeking Superstars, Get the Job Done
Leaders, and Go Getters to Join our Stellar Team of Multi-Talented
Professionals!
Benefits - We offer a comprehensive benefits package of medical,
dental, short/long term disability, life insurance, personal time
off, volunteer days, and a 401K plan.
This is a Hybrid role, must be able to work in a hybrid work
environment both in the office and remotely (in the state of
Florida).
Administrative Assistant to COOThese essential job
responsibilities, requirements, and skills are not to be construed
as a complete statement of all responsibilities, requirements, and
skills. The Administrative Assistant will be required to perform
other job related essential and non-essential responsibilities,
requirements, and skills as required.What it is:The Administrative
Assistant will be the linchpin of the COO's team, handling myriad
tasks with finesse and efficiency. This role manages schedules,
facilitate communication, and ensure that the COO's time is
optimized for strategic thinking and decision-making.Reporting to
the Chief Operating Officer, this role requires the ultimate
multitasker, seamlessly coordinating meetings, managing logistics,
and providing essential support that keeps the COO running at their
peak performance!What you'll do:This is an hourly, non-exempt,
full-time role. Your essential duties and responsibilities will
consist of:
- Ability to complete broad variety of administrative tasks for
COO including managing calendar, expense reports, preparing
confidential correspondence, arranging complex detail travel plans,
itineraries, and agendas.
- Book travel arrangements, lodging and meal planning as needed
for COO.
- Adhere to compliance with applicable rules and regulations set
in bylaws regarding board and board committee meetings.
- Prepare reports on travel and event expenses as requested.
- Handle routine matters on behalf of the COO with little
supervision.
- Attend Management and Executive meetings including planning,
note taking and follow through on any action items.
- Coordinate rooms for in-house meetings and room rentals when
necessary.
- Provide quality customer service to internal and external
customers.
- Travel and occasional over-time are required.
- Other responsibilities as assigned.
- Must record all hours worked. If overtime is ever worked (over
40 hours) advanced approval is required from the department
manager
- Timely and regular attendance is an essential function of the
position; being physically present in the work environment is an
essential job function.
- Cross-training for other departmental functions is expected and
required.
- Must be able to work in a hybrid work environment both the
office and remotely (in the state of Florida).
Requirements:Who we need:To succeed in this role, the
Administrative Assistant will need a particular skill set. For this
position, those include: Other Essential Skills
- Skills such as strong work ethic, confidence, proactive problem
solving and conflict resolution, ability to speak effectively on
behalf of COO when needed
- Ability to maintain discretion and confidentiality
- Excellent written and verbal communications, delivered in a
consistent professional manner with full cycles of
follow-through.
- Excellent active listening skills.
- Excellent organizational and time management skills that
reflect the ability to perform at a high level of efficiency and
prioritize multiple tasks seamlessly.
- Must be flexible to be able to meet deadlines.
- Strong attention to detail is critical.
- Maintain professional demeanor during all interactions.
- Experience working in a team-oriented, collaborative
environment with ability to be extremely effective
independently.
- Ability to remain composed under pressure essential to this
position.
- Ability to adapt to changing environment. Essential Physical
Skills
- Acceptable vision and hearing (with or without correction)
- Bending on occasion
- Able to drive when necessary
- Able to stand for periods of time 3-4 hours a day
- Talking for long periods of time, approximately 6-8 hours a
day
- Ability to lift approximately 30 pounds on occasion
- Sitting for long periods of time approximately, approximately
6-8 hours a day
- Writing and/or typing for long periods of time, approximately
6-8 hours a day(Reasonable accommodations will be made for
otherwise qualified individuals with a disability). Education,
Certifications, and Software Skills
- Minimum of five years of experience supporting executives.
- Previous administrative education preferred.
- Highly proficient in Windows and Microsoft Office Suite
(Outlook, Word, Excel, & PowerPoint).
- High School Diploma or GED.
- Real Estate or MLS experience is a plus.What you need to
value:The Administrative Assistant must embody these core
competencies:
- Customer Focus - The drive and ability to deliver exceptional
service to customers and colleagues.
- Drive for Results - An ambitious drive to set, meet and exceed
goals.
- Initiative - The ability to gather relevant information from a
wide range of sources.
- Dealing with Challenges - An ability to deal with challenges
and difficult situations in a practical and optimistic way.
- Organizational Awareness - The ability to understand the
structures, processes, culture and relationships, both internally
and externally.At Stellar MLS, we know the best ideas are born from
diverse perspectives. We are committed to a team culture of
diversity and inclusion in our organization and understand the
value of each person's contributions. We do not hire anyone simply
to perform a job function. We believe that your skills will make
those job functions an effective, integral, and important part of
the growth of your department and Stellar and will contribute to
the success of your colleagues and our customers. We value the
skills that you bring to Stellar and expect that you will affirm
our culture and values of collaboration, professionalism and
cooperation through your actions and job performance.
We are an Equal Opportunity Employer/Drug Free WorkplaceE-Verify
Participant
PI3342646e620c-37248-35513153
Keywords: Stellar MLS, Pine Hills , Administrative Assistant to the COO, Administration, Clerical , Orlando, Florida
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