Office Administrator/Executive Assistant - Spaulding Group

Office Administrator/Executive Assistant

Who are we: Spaulding Group owns and manages a collection of exceptional apartment homes to rent where residents can enjoy beautiful communities they’re proud to call home. Although still under 50 employees we have been named as one of the fastest growing companies in the Midwest by Inc. Join our unique and growing company culture that lives and breathes core values into the fabric of our daily responsibilities!

Who are you: As an Office Administrator, you will provide high-level support to the CEO and provide timely resolution to inquiries from our residents and prospects. This position is a front-line ambassador that is responsible for administrative functions in order to drive company success.

Job Responsibilities:

• Customary administrative duties as requested such as mail distribution, document creation, answering & directing calls, maintaining electronic and paper files.
• Maintain and update confidential records and files, ensuring accuracy and completeness.
• Assist with special projects and initiatives as assigned.
• Plan, organize, and facilitate meetings, and events including securing meeting space.
• Work with Accounts Payable and process invoices as needed.
• Manage and order company branded apparel and business cards for staff.
• Provide general office support such as ordering and maintaining office supplies, kitchen items, and coordinate with IT department on various needs
• Oversee maintenance of the office and equipment; provide a safe, clean, and organized office space.
• Manage company phone system; troubleshoot when needed.
• Provide excellent communication and customer service to both external and internal customers with ability to communicate effectively in person as well as via telephone and email.
• Complete assigned tasks in an accurate, thorough, and timely manner when asked.
• Other duties as assigned.

Skills & Qualifications Required:

• Proven experience in a similar role, preferably supporting C-level executives
• Minimum 3 years of high level administrative/executive assistant experience.
• Experience in multi-family residential property management industry preferred.
• Proficient + knowledge of Microsoft Office including Word, Excel, PowerPoint, and Outlook.
• Demonstrate excellent customer service skills
• Strong active listening skills and an ability to anticipate needs, take initiative, and proactively solve problems.
• High level of professionalism, integrity, and confidentiality. Demonstrated ability to handle confidential information with discretion and maintain a high level of professionalism.
• Excellent written and verbal communication skills
• Strong organizational skills; must be detail-oriented
• Open to change and willing to learn new skills.

This position is located in Stoughton and applicants must be willing to commute daily.

Schedule:

• Employment type: Full Time
• Hours per week: ~40
• Shift is typically 8:00 AM – 5:00 PM, Monday-Thursday & Friday 8:00 AM - 3:00 PM.

Benefits:

• Multiple health insurance plans to choose from (some even fully employer covered premiums)
• Dental & Vision plans
• High potential for growth in a quickly growing company
• Choice of FHA or HSA
• 401k
• Accruing PTO starting day 1! (over 2.5 weeks in year one increasing up to 5 weeks based on tenure)
• Paid holidays
• Parental leave
• Employee assistance programs, including counseling and legal assistance
• Employee-sponsored events and leadership training
• Employee discounts on vacations, shopping, local amenities, and more!

Working Conditions:

Approximately 95% in office environment using computer & phone

Valid Driver’s License

Ability to carry or move objects weighing up to 30 pounds

All applicants must be able to perform the essential functions of the position, including corresponding core job requirements, with or without reasonable accommodation. Reasonable accommodations may be made to enable individuals with disabilities (and others in accordance with applicable law) to perform the essential functions of the job, consistent with applicable laws and Company policy.