Vesta Property Services is hiring: Administrative Assistant in Orlando

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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. This role answers non-routine correspondence and assembles highly confidential information. It requires independent judgment to plan, prioritize and organize a diversified workload, and may involve recommending changes in office practices or procedures.

Responsibilities

• Schedules and organizes complex activities such as meetings, travel, conferences and department activities for all members of the department.
• Performs desktop publishing and creates/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 information requests; answers phones and takes messages; collaborates with other departments to cover phones.
• Acts as liaison with other departments and outside agencies, including high-level staff; handles confidential information and explains policies when necessary.
• Works independently and with a team on special nonrecurring and ongoing projects; may act as project manager for special projects (e.g., planning presentations, coordinating direct mailings, creating brochures).
• Types and designs general correspondences, memos, charts, tables, graphs, business plans, etc.; proofs copy for spelling, grammar and layout; ensures accuracy and clarity of final copy.
• This position does not have 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 is required and may involve lifting files, opening filing cabinets, or bending; may require standing on a stool as necessary.
• Ability to lift up to 15 lbs.

Benefits

• Medical, dental and vision insurance; life and disability insurance; 401K retirement plans.
• Health Savings Account, Flexible Spending Account and Pet Discount Plan.
• Support services such as free counseling sessions, legal advice, professional development and an extensive referral program for both full-time and part-time staff.

EEO 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.

Other

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

Other duties may be assigned. This description reflects the principal functions of the job and should not be construed as 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