Administrative Assistant Job at Vesta Property Services in Flagler Beach

Overview

COMPANY OVERVIEW: Together We Soar! Vesta Property Services has been in the industry for more than 25 years and holds over 800 community management contracts while serving the amenity needs of Florida's most prestigious communities. We employ over 1,000 associates and are rated as one of Florida’s Top Workplaces. We support professional development with training, coaching and regular feedback within a collaborative culture guided by our EAGLE PRIDE values.

JOB SUMMARY: Your Flight Plan! The Administrative Assistant facilitates the efficient operation of the assigned department or facility by performing a variety of clerical and administrative tasks. Responsibilities include typing, filing and scheduling, financial record keeping, coordination of meetings and conferences, obtaining supplies, coordinating direct mailings, and working on special projects. The role handles non-routine correspondence and highly confidential information, communicates with a diverse group of external callers and internal contacts, and uses independent judgment to plan, prioritize and organize a diversified workload.

Responsibilities and Duties

• Schedules and organizes complex activities such as meetings, travel, conferences and department activities for all members of the department.
• Performs desktop publishing and develops visual presentations.
• Establishes, develops, maintains and updates filing systems; retrieves information as needed.
• Organizes and prioritizes large volumes of information and calls.
• Sorts and distributes mail; drafts written responses or replies by phone or e-mail when necessary.
• Responds to regularly occurring requests for information.
• Answers phones, takes messages, and fields/answers routine and non-routine questions; coordinates with other departments to cover phones.
• Acts as a liaison with other departments and outside agencies; handles confidential information and explains policies when necessary.
• Works independently and in a team on special projects; may serve as project manager for tasks such as coordinating multiple presentations, disseminating information, coordinating direct mailings, and creating brochures.
• Types and designs general correspondences, memos, charts, tables, graphs and business plans; proofreads copy for spelling, grammar and layout; ensures accuracy and clarity of final copy.
• This position has no supervisory responsibilities.

Required Experience and Qualifications

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

Physical Demands and Work Environment

• This is a largely sedentary role; some filing may be required and may involve lifting files, opening filing cabinets and bending or standing on a stool as necessary.
• Ability to lift up to 15 lbs.

Benefits

We offer medical, dental and vision coverage, life and disability, 401K retirement plans, and additional benefits such as Health Savings Account, Flexible Spending Account and Pet Discount Plan. We also provide support with free counseling sessions, legal advice, professional development and an extensive referral program for both full-time and part-time staff.

EEO and Workplace Policy

AAP/EEO Statement: We are an equal employment opportunity employer. All qualified applicants will receive consideration 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 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. The company prohibits drug and alcohol use in the workplace.

Other duties may be assigned. The statements describe the principal functions of the job and are not intended to be a detailed description of all work requirements. Management reserves the right to assign or reassign duties at any time.

Job Details

• Seniority level: Entry level
• Employment type: Full-time
• Job function: Administrative

Location: Flagler Beach, FL

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