Administrative Assistant Job at Vesta Property Services in Gainesville

Company Overview

Vesta Property Services has over 25 years of industry experience, serving Florida’s most prestigious communities and employing more than 1,000 associates. We value autonomy, professional development, and collaboration, guided by our EAGLE PRIDE values.

Job Summary

As an Administrative Assistant, you will support the efficient operation of the department by performing clerical and administrative tasks such as typing, filing, scheduling, financial record keeping, coordinating meetings, and managing special projects. You will handle confidential information and interact with external callers and internal contacts at all levels.

Responsibilities and Duties

• Schedule and organize complex activities including meetings, travel, conferences and departmental activities.
• Create and develop visual presentations and desktop publishing.
• Maintain and update filing system and retrieve information from files.
• Organize and prioritize large volumes of information and calls.
• Sort and distribute mail and draft written responses or replies by phone or e‑mail.
• Respond to regularly occurring requests for information.
• Answer phones and take messages or field all routine and non‑routine questions.
• Act as liaison with other departments and outside agencies, handling confidential and non‑routine information and explaining policies.
• Work independently and on team projects; act as project manager for special projects including presentations, direct mailings and brochures.
• Type and design general correspondences, memos, charts, tables, graphs, business plans; proofread copy for spelling, grammar and layout.
• 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

• Mostly sedentary; requires ability to lift up to 15 lbs and stand on a stool as necessary.

Benefits

Medical, dental and vision, life and disability, 401(k) retirement plans, Health Savings Account, Flexible Spending Account and Pet Discount Plan. Free counseling and legal advice sessions, professional development, and an outstanding referral program for full‑time and part‑time staff.

Equal Employment Opportunity Statement

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. In compliance with the Drug‑Free Workplace Act of 1988, Vesta Property Services is committed to eliminating drug and alcohol use and abuse in the workplace.