Vesta Property Services is hiring: Administrative Assistant in Jacksonville

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 are proud to employ over 1,000 associates and have been rated as one of Florida’s Top Workplaces. Our associates are our most valuable resource. We hire people we trust and give them autonomy to do their best work. We also support professional development with training, coaching and regular feedback. We have a highly 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. This role also answers non‑routine correspondence, assembles highly confidential and sensitive information, and engages with a diverse group of external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize and organize a diversified workload and recommend changes in office practices or procedures.

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 creates and develops visual presentations.
• Maintains and updates filing systems, retrieving information from files when 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 handles routine and non‑routine questions; works in cooperation with other departments to cover phones.
• Acts as liaison with other departments and outside agencies, handling confidential and non‑routine information and explaining policies when necessary.
• Works independently and within a team on special nonrecurring and ongoing projects; acts as project manager for special projects, which may include planning and coordinating multiple presentations, disseminating information, coordinating direct mailings, and creating brochures.
• Types and designs general correspondences, memos, charts, tables, graphs, business plans, etc.; proofs copy for spelling, grammar and layout, ensuring 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 is required, which would require the ability to lift files, open filing cabinets and bend or stand on a stool as necessary.
• Ability to lift up to 15 lbs.

Benefits

At Vesta Property Services, we offer a well‑rounded benefits program including medical, dental and vision, life and disability, 401K retirement plans, Health Savings Account, Flexible Spending Account and Pet Discount Plan. We also provide free counseling and legal advice sessions, professional development, and an outstanding referral program to both our full‑time and part‑time staff associates.

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.

Drug‑Free Workplace

In compliance with the Drug‑Free Workplace Act of 1988, Vesta Property Services has a longstanding commitment to provide a safe, quality‑oriented and productive work environment consistent with the standards of the community in which the company operates. Alcohol and drug abuse pose a threat to the health and safety of Vesta associates and to the security of the company's equipment and facilities. For these reasons, Vesta is committed to the elimination of drug and alcohol use and abuse in the workplace.

Other Duties May Be Assigned

The above statements reflect the general information considered necessary to describe the principal functions of the job and should not be construed as a detailed description of all work requirements that may be inherent in the position. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.