Administrative Assistant

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 Vesta 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: 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. In addition to typing, filing and scheduling, performs duties such as financial record keeping, coordination of meetings and conferences, obtaining supplies, coordinating direct mailings, and working on special projects. Also, answers non-routine correspondence and assembles highly confidential and sensitive information. Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize and organize diversified workload, recommends changes in office practices or procedures.RESPONSIBILITIES AND DUTIES: Ready to Fly!Schedules and organizes complex activities such as meetings, travel, conferences and department activities for all members of the department.Performs desktop publishing. Creates and develops visual presentations.Establishes, develops, maintains and updates filing system. Retrieves 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 and takes messages or fields/answers all routine and non-routine questions. Works in cooperation with other departments to cover phones.Acts as a liaison with other departments and outside agencies, including high-level staff. Handles confidential and non-routine information and explains 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, creating brochures.• Prepare and process estoppel certificate requests within the timeframes and fee limits• Maintain official association records in accordance with Chapter 718 recordkeeping requirements, including governing documents, minutes, contracts, and financial records.• Respond to or route owner requests to inspect or copy official records within statutory deadlines.• Maintain accurate retention and filing of records to support the association's compliance obligations.Types and designs general correspondences, memos, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.This position has no supervisory responsibilities.REQUIRED EXPERIENCE AND QUALIFICATIONS: The Wingspan Needed!High school diploma.Prior administrative experience.Occasional travel may be requiredPHYSICAL DEMANDS AND WORK ENVIRONMENT: Our Nest is your Nest!This is a largely sedentary role however, 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 lbsBENEFITS: The Perks of Eagle Pride!At Vesta Property Services, we understand the importance of a well-rounded benefits program and are dedicated to providing you with unique benefits that meet your needs and the needs of your family, including your pets. We offer benefits such as medical, dental and vision, life and disability, 401K retirement plans, and additional benefits such as Health Savings Account, Flexible Spending Account and Pet Discount Plan.In Addition, we provide support by offering free counseling sessions, legal advice sessions, professional development and an outstanding referral program- to both our Full-time and Part-time staff associates!AAP/EEO StatementWe 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 WORKPLACEIn 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 poses a threat to the health and safety of Vesta Property Services associates and to the security of the company's equipment and facilities. For these reasons, Vesta Property Services is committed to the elimination of drug and alcohol use and abuse in the workplace.OTHER DUTIES MAY BE ASSIGNEDThe 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. #J-18808-Ljbffr