Share Email Opening Title Division Executive Assistant (Temporary)  Category Administration   Description The Management Trust Position Title: Division Executive Assistant Location: Tustin, CA Reporting To: Division President Status: Non-Exempt, Full-Time, Temporary (due to employee on Leave of Absence) Salary: DOE COMPANY PROFILE: The Management Trust is a community association management company. We believe that building and maintaining a community takes more than just hammers and nails. It takes integrity, trust, experience, and support. Our success is based on the belief that effective management anticipates our clients’ needs, not merely reacts to them. We are a company of creative and committed individuals driven by grand aspirations and are proud to be the only 100% employee-owned community management firm in the nation. Our Employee Owners are encouraged to actively participate in growing our business by helping define best practices every day. It is in this spirit that we encourage you to explore this opportunity to join The Management Trust team. EMPLOYEE OWNER POSITION PURPOSE: The Division Executive Assistant is responsible for providing exceptional customer service and quality administrative support to both internal and external clients, including, but not limited to: supporting the Division Leadership team and Division offices with administrative needs, performing special projects/research, and various coverage (i.e. reception desk). JOB DUTIES AND RESPONSIBILITIES: Provide executive support to the Division Leadership team, including preparing for Board and marketing meetings, providing agendas, setting up conference rooms, booking travel accommodations, preparing expense and mileage reports, calendaring, ordering business cards, and ordering food/supplies for meetings or company events Consolidate and distribute information in an accurate and organized manner, including internal status reports, contact/phone lists, and organizational charts Coordinate and monitor responses to customer feedback and customer inquiries Schedule coverage for the Reception desk via a pool of identified employees, including the Division Executive Assistant Anticipate the needs of Leadership and coordinate with them on announcements, research projects, updating internal records, and establishing systems and processes for tasks with ongoing needs Maintain well-written and professional communication with internal and external customers Stay keenly organized on recurring items, especially those related to employee engagement Establish procedures and provide administrative oversight for internal initiatives Provide break and emergency relief coverage for the Division Receptionist Monitor and order office supplies in local area breakrooms Coordinate with remote Division offices for supply ordering and approval Support setup, scheduling/reservations, and distribution of information related to marketing events Coordinate with vendors and suppliers for marketing and/or employee events Price marketing materials and track projects upon request Register employees for industry events and track training/registration information Support employee engagement by preparing birthday cards, ordering birthday cakes, new hire posters/welcome kits/lunches, anniversary posters/cards, preparing internal newsletters, and scheduling/monitoring internal charitable donation programs for all Division offices Coordinate facility needs for local offices including HVAC requests and repairs for office equipment Other duties and special projects as assigned QUALIFICATIONS: High School Diploma (or equivalent); Associate’s Degree preferred Ability to be intuitive regarding the needs of the Leadership team Proficiency in administrative support at an executive level – generally between 3-5 years Solid knowledge of Microsoft Outlook, Excel, and Word; intermediate skills a plus Conflict resolution skills Ability to meet deadlines and address time-sensitive issues Superior multi-tasking skills Excellent written and verbal communication Ability to provide high-level customer service with astute attention to detail and organization Must be a team player Ability to manage workflow amid shifting priorities Willing to learn Company process and procedures, and learn/use proprietary software Adaptable and dependable with a solid attendance record Professional and respectful demeanor with all internal and external customers at all times Strong analytical, organizational, and problem-solving skills Work independently, with little direction, and as part of a team Ability to exercise considerable judgement, maintain confidentiality, and act with diplomacy and tact at all times ESSENTIAL FUNCTIONS: Use standard office equipment, including: computer, phone, copier/scanner, etc. Be stationary for periods of time Relocate up to (25) pounds Travel to and from offsite locations SUPERVISES OTHERS? IF SO, LIST: None SCHEDULE & TRAVEL: Monday-Friday from approx. 8:00 am-5:00 pm This position may require occasional long hours to meet business needs The Management Trust is an Equal Opportunity employer. We celebrate and support diversity. TMT reserves the right to modify this job description at any time based on business need.   Division TMT-01-SOUTHERN CALIFORNIA   Location CA - IRVINE - BRANCH (DIV 01/SOCAL)   EOE 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. We celebrate and support diversity. The Management Trust reserves the right to modify any job description at any time based on business need.   Email None Specified  This position is currently not accepting applications. To search for an open position, please go to http://TheManagementAssociationInc.appone.com WE ALSO RECOMMEND Other Jobs Within Same Category Facilities Assistant (Recreation Attendant) - R2 in Indio, CA Posted on: 4/22/2024 [Apply Now] Community Support Specialist (Administrative Assistant) - R2 in RENO, Nevada Posted on: 4/15/2024 [Apply Now] Community Support Specialist (Administrative Assistant-Entry Level) - R3 in VENTURA, CA Posted on: 4/15/2024 [Apply Now] Front Desk Assistant (Receptionist- Ambassador) - R1 in AURORA, CO Posted on: 4/4/2024 [Apply Now] Operations Systems Assistant in IRVINE, CA Posted on: 4/2/2024 [Apply Now] Other Jobs Within 60 Miles Associate Vice President of Community Management - R3 in IRVINE, CA Posted on: 4/23/2024 [Apply Now] Operations Systems Assistant in IRVINE, CA Posted on: 4/2/2024 [Apply Now] Division Assistant Controller in IRVINE, CA Posted on: 4/15/2024 [Apply Now] Financial Reporting Supervisor - R2 in IRVINE, CA Posted on: 4/19/2024 [Apply Now] Community Association Manager - R2 in CERRITOS, CA Posted on: 4/18/2024 [Apply Now] Follow us See who works here:

 

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