Executive Assistant to the Chief Operations Officer

JOB TITLE: Executive Assistant to the Chief Operations Officer

JOB NUMBER FLSA Status: Exempt

DEPARTMENT DIVISION: Vesta Realty, LLC

GROUP: Residential Property Management 

REPORTS TO: Chief Operations Officer

JOB SUMMARY, DUTIES AND RESPONSIBILITIES, JOB REQUIREMENTS

SUMMARY

The Executive Assistant to the Chief Operations Officer provides high-level administrative support to the Chief Operations Officer (COO) by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings and travel for the Chief Operations Officer. The position is tasked with ensuring a high level of efficiency and organization, supporting the overall needs for both the Chief Operations Officer and Vesta Realty.  

DUTIES AND RESPONSIBILITIES 

• Primary role and responsibility of the Executive Assistant to the Chief Operations Officer is to support the COO in all aspects to ensure that company goals and objectives are accomplished.
• Assist the COO with all business requests.
• Type reports, meeting agendas, spreadsheets, memos, letters, and other documents using Microsoft, Google, and relevant computer software programs.
• Answer phone calls and take messages for the COO. 
• Read, manage, and respond to emails and all correspondence on behalf of the COO, especially when the COO is out of the office or unavailable. 
• Must be in the office and present for all meetings (and take notes) when the COO not available or out of the office taking vacation or sick leave. 
• Manage the COO’s calendar, including making appointments, hotel bookings, meal, transportation, and travel arrangements. 
• Attend to any errands that the COO requests. 
• Restock and order office supplies for the COO. 
• Submit time off and reimbursement forms on behalf of the Chief Operations Officer. 
• Organizing meetings, including scheduling, sending calendar invites/reminders, and organizing catering when necessary.
• Maintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with the business. 
• Organize team communications and plan events, both internally and offsite. 
• Gathers, enters, and/or updates data to maintain organizational records and databases (Google Drive, property management software, Drop Box, etc.) and establishes and maintains files and records for the offices.
• Responsible for entering data into property management software and configuring property settings.
• File, scan, fax, copy, respond to, and retrieve emails, documents, records, and reports.
• Assist with any and all projects or jobs deemed necessary. 
• Work with all departments within the company and communicate and help with various, random, appropriate requests. 
• Travel will be required to existing or new properties, including out of state properties.
• Required to be in the office on day of close and assist with all aspects of the process.

EDUCATIONAL REQUIREMENTS 

• High school diploma or equivalent required; additional education/training is a bonus.
• Previous experience in the property management industry preferred.

PHYSICAL REQUIREMENTS 

• Occasional standing or walking within the office or to other facilities.
• Ability to sit for extended periods (up to 8 hours with breaks).
• Occasional bending, reaching, and stooping.
• Frequent use of hands for typing, writing, and handling documents.
• Ability to operate standard office equipment (e.g., computers, copiers, and phones).
• Adequate vision for reading and computer use (corrective lenses acceptable).
• Ability to hear and communicate effectively, including via phone.
• Ability to lift and carry items weighing up to 25 pounds occasionally (e.g., office supplies or small packages).
• Ability to climb stairs.

ADDITIONAL REQUIREMENTS

• Valid Driver's License and/or reliable transportation. Employees may be required to report to different locations for work, and attend offsite meetings, training sessions, conferences, events, etc.
• Proficiency in property management software.
• Proficiency in software applications such as Microsoft Office and Gsuite.
• Knowledge of, or ability to learn, Federal, State, and Local Laws pertaining to Fair Housing and Landlord/Tenant Laws.
• Communication Skills: Strong verbal and written communication, with the ability to interact professionally and respectfully.
• Organizational Skills: Ability to prioritize tasks, manage time effectively, and maintain attention to detail.
• Analytical & Problem-Solving: Demonstrates sound decision-making, planning, and problem-solving abilities.
• Adaptability: Flexible and able to adjust to changing priorities and stressful environments.
• Multi-Tasking: Effectively handles multiple tasks with efficiency and accuracy.
• Technical Proficiency: Basic mathematical, typing, and computer skills, with the ability to learn new software and systems.
• Collaboration & Independence: Capable of working both independently and as part of a team.
• Professionalism: Maintains confidentiality and delivers exceptional customer service in a professional manner.

Please note: This job description is not intended to be an all-encompassing list of duties, responsibilities, or qualifications. Additional tasks and requirements may be assigned as needed to meet organizational objectives