Executive Assistant

What you’ll be called: Executive Assistant

The ideal candidate for the Executive Assistant position is a consummate professional passionate about efficiency, details and discretion. This person is intelligent, highly organized and capable of solving problems calmly and swiftly. They must have an elevated sense of urgency and take pride in their work. In addition, they will demonstrate a high level of commitment and personal dedication to their role and the company.

What will you do?
Provide high-level administrative support to the Executive Director of Operations and the Operations Team by performing operational functions for the department.

Specifically, this person will be responsible for key departmental operations, including:
-Organizing and managing appointments and communications of the department
-Coordinating meeting schedules, calendar and invites for Department head
-Compiling and reconciling financials for the department, including budgets, reports and forecasts
-Owning all operational details for the department including meeting planning, team building, travel, coordinating on HR matters, etc.
-Assisting with departmental workflow
-General office duties to include document filing, pc assistance, conference call setup, personal notes and communications, data research, processing approval requests.

Essential Duties and Responsibilities:
-Maintain Executive’s calendar and schedule calls, meetings, conferences and appointments.
-Manage Executive’s Outlook calendar and email.
-Delegate communications, meetings, requests to other staff as necessary.

-Handle Executive’s mail, voicemail and email. Return all messages within 24 hours or less.
-Manage Executive’s contacts database.
-Write, proofread and prepare outgoing correspondence.
-Contact or respond to individuals in the field, the corporate office, the regions and any owner, team leader or associate who contacts the department head. Each contact may involve a unique situation and must be handled differently by using judgment, discretion and confidentiality at all times.

-Prepare the departmental annual budget and quarterly forecast updates for executive review
-Prepare monthly financial variance report
-Process incoming invoices
-Pull all financial reports and perform reconciliation

Presentations and Meetings
-Generate high-level reports and presentations in PowerPoint for team meetings, executive team meetings, advisory board meetings and other events.
-Confirm attendees and prepare agendas for meetings
-Take minutes at specified meetings and prepare for distribution when necessary.

Travel Arrangements
-Make travel arrangements directly or coordinate with responsible party.
-Create travel itinerary and packet for each trip.

-Purchase gifts and cards, etc. as directed.
-General errands such as lunches for meetings.

-Possession of strong organizational skills.
-Must have advanced working knowledge of a variety of computer software applications in word processing, spreadsheets, database and presentation software (MSWord, Excel, Access, PowerPoint)
-Continual attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines.
-Must have high level of interpersonal skills to handle sensitive and confidential situations. Position continually requires demonstrated poise, tact and diplomacy.
-Must be able to work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands.
-Ability to work independently on assigned tasks as well as to accept direction on given assignments.
-Must be able to interact and communicate with individuals at all levels of the organization.

Who will succeed at KWRI?
KWRI thrives within a creative and collaborative culture, where being at the forefront of real estate is our primary goal. As an employee at KWRI, you will have the opportunity to work within a global organization that is growing at the speed of light. We’re looking for adaptable, flexible and creative people who want to be a part of a dynamic environment and make an impact on the future of real estate.
KWRI is looking for a fast-paced, independent thinker who prefers a challenging environment and has a proven track record for success. We are looking for a person that is self-motivated and loves an environment that allows you to create your own growth path.

Who are we?
Keller Williams Realty Inc. is the largest real estate company by agent count across the globe. Founded in 1983, we pride ourselves on a unique, agent-centric culture emphasizing a profit sharing system which rewards our associates as stakeholders and partners. Keller Williams Realty International (KWRI), is the company’s corporate headquarters located in Austin, Texas. Here, through a focus on cutting edge technology, education, and products and services, we support our agents and associates to create careers worth having, businesses worth owning, lives worth living, experiences worth giving and legacies worth leaving. In this way we fulfill our vision to be the real estate company of choice.

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