Executive Secretary - Stellar MLS

Stellar MLS was Named a 2022 and 2023 Top Workplace by Orlando Sentinel!

We are seeking Superstars, Get the Job Done Leaders, and Go Getters to Join our Stellar Team of Multi-Talented Professionals!

Benefits - We offer a comprehensive benefits package of medical, dental, short/long term disability, life insurance, personal time off, volunteer days, and a 401K plan.

This is a Hybrid role, must be able to work in a hybrid work environment both in the office and remotely (in the state of Florida).

Administrative Assistant to COO

These essential job responsibilities, requirements, and skills are not to be construed as a complete statement of all responsibilities, requirements, and skills. The Administrative Assistant will be required to perform other job related essential and non-essential responsibilities, requirements, and skills as required.

What it is:

The Administrative Assistant will be the linchpin of the COO's team, handling myriad tasks with finesse and efficiency. This role manages schedules, facilitate communication, and ensure that the COO's time is optimized for strategic thinking and decision-making.

Reporting to the Chief Operating Officer, this role requires the ultimate multitasker, seamlessly coordinating meetings, managing logistics, and providing essential support that keeps the COO running at their peak performance!

What you'll do:

This is an hourly, non-exempt, full-time role. Your essential duties and responsibilities will consist of:

• Ability to complete broad variety of administrative tasks for COO including managing calendar, expense reports, preparing confidential correspondence, arranging complex detail travel plans, itineraries, and agendas.
• Book travel arrangements, lodging and meal planning as needed for COO.
• Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee meetings.
• Prepare reports on travel and event expenses as requested.
• Handle routine matters on behalf of the COO with little supervision.
• Attend Management and Executive meetings including planning, note taking and follow through on any action items.
• Coordinate rooms for in-house meetings and room rentals when necessary.
• Provide quality customer service to internal and external customers.
• Travel and occasional over-time are required.
• Other responsibilities as assigned.
• Must record all hours worked. If overtime is ever worked (over 40 hours) advanced approval is required from the department manager
• Timely and regular attendance is an essential function of the position; being physically present in the work environment is an essential job function.
• Cross-training for other departmental functions is expected and required.
• Must be able to work in a hybrid work environment both the office and remotely (in the state of Florida).

Who we need:

To succeed in this role, the Administrative Assistant will need a particular skill set. For this position, those include:

Other Essential Skills

• Skills such as strong work ethic, confidence, proactive problem solving and conflict resolution, ability to speak effectively on behalf of COO when needed
• Ability to maintain discretion and confidentiality
• Excellent written and verbal communications, delivered in a consistent professional manner with full cycles of follow-through.
• Excellent active listening skills.
• Excellent organizational and time management skills that reflect the ability to perform at a high level of efficiency and prioritize multiple tasks seamlessly.
• Must be flexible to be able to meet deadlines.
• Strong attention to detail is critical.
• Maintain professional demeanor during all interactions.
• Experience working in a team-oriented, collaborative environment with ability to be extremely effective independently.
• Ability to remain composed under pressure essential to this position.
• Ability to adapt to changing environment.

Essential Physical Skills

• Acceptable vision and hearing (with or without correction)
• Bending on occasion
• Able to drive when necessary
• Able to stand for periods of time 3-4 hours a day
• Talking for long periods of time, approximately 6-8 hours a day
• Ability to lift approximately 30 pounds on occasion
• Sitting for long periods of time approximately, approximately 6-8 hours a day
• Writing and/or typing for long periods of time, approximately 6-8 hours a day

(Reasonable accommodations will be made for otherwise qualified individuals with a disability).

Education, Certifications, and Software Skills

• Minimum of five years of experience supporting executives.
• Previous administrative education preferred.
• Highly proficient in Windows and Microsoft Office Suite (Outlook, Word, Excel, & PowerPoint).
• High School Diploma or GED.
• Real Estate or MLS experience is a plus.

What you need to value:

The Administrative Assistant must embody these core competencies:

• Customer Focus The drive and ability to deliver exceptional service to customers and colleagues.
• Drive for Results An ambitious drive to set, meet and exceed goals.
• Initiative The ability to gather relevant information from a wide range of sources.
• Dealing with Challenges An ability to deal with challenges and difficult situations in a practical and optimistic way.
• Organizational Awareness The ability to understand the structures, processes, culture and relationships, both internally and externally.

At Stellar MLS, we know the best ideas are born from diverse perspectives. We are committed to a team culture of diversity and inclusion in our organization and understand the value of each person's contributions. We do not hire anyone simply to perform a job function. We believe that your skills will make those job functions an effective, integral, and important part of the growth of your department and Stellar and will contribute to the success of your colleagues and our customers. We value the skills that you bring to Stellar and expect that you will affirm our culture and values of collaboration, professionalism and cooperation through your actions and job performance.

We are an Equal Opportunity Employer/Drug Free Workplace

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