fbpx

Executive Administrative Assistant – Part Time – Pay Range:  $10 – $13 per hour

Forward cover letter and resume to: brian.rossi@rossicre.com  No phone calls please.

Job Summary:

This position will report to the President.  The Executive Assistant will primarily serve in administrative functions to the President of the firm, manage the office environment and to assist the President and sales team in some marketing needs of the firm.  The Executive Assistant will be expected to maintain excellent working relationships with clients, prospects, and sales team and staff, and serve as the first point of contact for visitors to the office.

Work Hours:

This specific hours and days worked each week for this position are flexible.  However, once established to meet the candidate’s availability, the hours need to remain fairly consistent.  The hours worked will need to be during normal business hours of M-F between 9:00 AM and 5:00 PM and should be in the 16 – 24 hours per week range.

Duties and Responsibilities:

Provides support to the ROSSI Commercial Real Estate President

  • Maintain contact databases such as MS Outlook and Constant Contact
  • Newsletter formatting and creation for email marketing and website blog/news releases
  • Weekly email blasts to target audiences and other social media related marketing
  • Help update the ROSSI Commercial Real Estate website (wordpress experience a plus)
  • Draft documents, letters and emails at the request of the President
  • Create/edit marketing flyers/brochures
  • Manage cold caller employees or vendors and related progress/activity/time reports

 

Assists President and sales team in collecting and preparing data for various planning projects

  • Develop a prospect list to include contact, type, who’s responsible, and next steps
  • Develop and maintain a potential revenue dashboard
  • Assist President in developing checklists and procedures for the sales team
  • Market research using Internet and real estate subscription services such as CoStar

 

Office Management

  • Manage a conference room calendar and the President’s calendar
  • Plan for all catering and equipment needs for meetings and/or events
  • Conduct basic office functions as needed, such as answering phones, data entry, file management, and customer service
  • Receiving and disseminating office mail

 

Office efficiency

  • Plan and implement office policies and procedures manual
  • Check stock to determine inventory levels, maintain and replenish and anticipate needed inventory as appropriate and within financial guidelines
  • Verify receipt of supply
  • Ensure all office equipment is functioning properly and resolve any issues immediately by troubleshooting and/or working with vendor IT/Customer support

 

Maintain Office Records

  • Ensure filing systems are maintained and up to date
  • Define procedures for record retention
  • Ensure protection and security of files and records
  • Ensure effective transfer of files and records
  • Transfer and dispose records according to retention schedules and policies
  • Ensure personnel files and real estate licenses for sales team are up to date and secure
  • Protect the security of information and shred information as necessary

 

Other duties maybe required that are not anticipated but will fall within the roles and responsibilities of the position

Qualifications and Experience:

Two years of experience in an office environment with an Associate’s Degree or higher preferred

  • Superb writing and verbal skills a must
  • Excellent communication skills, including business writing, telephone, with close attention to detail
  • Ability to respond to common inquiries
  • Able to work well within the framework of a complex environment, with a broad cross-section of personalities
  • Motivated self-starter able to work independently and with initiative.  The ideal candidate will be a person that is punctual, has a strong work ethic and does not wait upon directions to notice areas that need work and takes the inititive to go and do it, taking steps to help out and contribute meaningfully to the firm.
  • This candidate should have a spirit of helpfulness and a willingness to learn new tasks, programs and marketing techniques that can benefit the firm
  • High proficiency with typing and using office related computer programs including MS Word and MS Outlook are a must.  Proficiency in MS Publisher, Xcel, PowerPoint and Photoshop programs are a plus
  • Experience with WordPress in website design/editing is a plus

 

Forward cover letter and resume to: brian.rossi@rossicre.com  No phone calls please.