Vesta Property Services is hiring: Administrative Assistant in Gainesville

Overview

Administrative Assistant role at Vesta Property Services.

Vesta Property Services has more than 25 years in the industry, with over 800 community management contracts and 1,000 associates. We serve Florida’s prestigious communities and have been rated as one of Florida’s Top Workplaces. We hire people we trust and support professional development with training, coaching and regular feedback. We have a collaborative culture supported by our EAGLE PRIDE values.

Job Summary

The Administrative Assistant facilitates the efficient operation of the assigned department or facility by performing a variety of clerical and administrative tasks. In addition to typing, filing and scheduling, duties include financial record keeping, coordination of meetings and conferences, obtaining supplies, coordinating direct mailings, and working on special projects. The role may involve handling highly confidential information and communicating with a diverse group of external callers and internal contacts. Independent judgment is required to plan, prioritize and organize workload and recommend changes in office practices or procedures.

Responsibilities

• Schedules and organizes complex activities such as meetings, travel, conferences and department events for all members of the department.
• Performs desktop publishing and creates/updates visual presentations.
• Establishes and maintains filing systems; retrieves information as needed.
• Organizes and prioritizes large volumes of information and calls.
• Sorts and distributes mail; drafts written responses when necessary.
• Responds to information requests and handles routine inquiries.
• Answers phones, takes messages, and coordinates with other departments to cover phones.
• Acts as a liaison with other departments and outside agencies; handles confidential information and explains policies as needed.
• Works independently and in a team on special projects; may coordinate multiple presentations, disseminate information, and create brochures.
• Types and designs general correspondences, memos, charts, graphs and business documents; proofreads for spelling, grammar and layout.
• This position has no supervisory responsibilities.

Qualifications

• High school diploma.
• Prior administrative experience.
• Occasional travel may be required.

Physical Demands & Work Environment

• Mostly sedentary; some filing may require lifting files, opening filing cabinets, and bending or standing on a stool as necessary.
• Ability to lift up to 15 lbs.

Benefits

Vesta Property Services offers a comprehensive benefits program including medical, dental and vision coverage, life and disability insurance, 401(k) retirement plans, Health Savings Account, Flexible Spending Account, and Pet Discount Plan. We also provide access to free counseling sessions, legal advice, professional development, and an employee referral program for both full-time and part-time staff.

EEO Statement & Workplace Policy

We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, disability status, protected veteran status or any other characteristic protected by law. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

DRUG FREE WORKPLACE: In compliance with the Drug-Free Workplace Act of 1988, Vesta Property Services is committed to a safe, quality-oriented and productive work environment. We aim to eliminate drug and alcohol use and abuse in the workplace.

Other duties may be assigned. This description reflects the principal functions of the job and is not a detailed list of all work requirements. Management reserves the right to assign or reassign duties as needed.