Executive Assistant

As the Executive Assistant, you will be responsible for supporting and assisting executives to ensure effective use of time and productive interactions with staff and the public. The Assistant is responsible to handle a wide range of administrative and executive support-related tasks. Client relationships are a key metric at J Joseph. Therefore, the Executive Assistant will work collaboratively with their team and other departments across the company to provide executives with a superior level of service. The Assistant will be part of a collaborative work culture.

While serving our clients, the Associate Property Tax Advisor has an obligation to leave no stone unturned.
Essential Functions
• Responsible for calendar management by planning and scheduling meetings, conferences, teleconferences, and travel
• Maintain confidentiality of highly sensitive information
• Manage complex office administrative work requiring the use of independent judgment and taking the initiative to complete tasks
• Manage information flow in a timely and accurate manner
• Assists with preparing reports by collecting and analyzing information
• Responsible for corporate event planning in coordination with the marketing department
• Responsible for preparing internal and external communication (i.e. memos, e-mails, presentations, reports, etc.)
• Responsible for maintaining CEO's expense reports and submitting them to accounting in a timely manner
• Coordinates executive communications, including taking calls, responding to e-mails, and interfacing with internal and external clients
• Maintains accurate meeting minutes as needed
• Responsible for filing and retrieving corporate records, documents, and reports
• Provides general administrative support
• Operate from JJC’s Vision & Mission Statement
• Adhere to JJC’s Corporate Values
• Ability to operate motor vehicle
• Other duties as assigned
Supervisory Responsibility
This position has supervisory responsibility for the Personal Assistant Position.
Work environment
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filling cabinets, and fax machines.
Physical Demands
This is a largely sedentary role, must be able to remain in a stationary position at least 50% of the time. Filing, printing, faxing, scanning and copying is required; this requires the ability to move about the office and position self to access equipment and filing cabinets, transport items (files, box of paper, etc.) weighing up to 20 lbs., and ascend/descend step ladder/stool as necessary. The position requires extended hours in from of a computer screen and operation of a computer and other office equipment such as a calculator, and a copy machine. This position requires the ability to communicate and exchange accurate information via telephone, in person, and in writing.
Work Hours
This is a full-time position. Regular schedule for this position is 8 a.m. - 5 p.m. Monday through Friday with a flexible lunch hour. Occasional evening and weekend work may be required as job duties demand.
Travel
Travel up to 40% may be required.
Required Education & Experience
• High school diploma or equivalent
• 5 years of executive assistant experience supporting C-level executives
• Advanced experience using various software such as Microsoft Office suite
Preferred Education & Experience
• Bachelor's degree in related field or combination of experience and education
• 10 years of executive assistant experience supporting a C-level executive
• 2 years of experience in the property tax industry or other consulting industries
• Bilingual - Spanish
Skills
• Strong problem-solving skills
• Strong negotiation skills
• Strong technical and analytical skills
• Strong customer service skills
• Strong oral and written communication skills
• Ability to read and understand complex documents
• Highly detail oriented
• Self-starter able to work independently with minimum supervision
• Ability to multi-task
• Willing to serve others
• Solid organizational skills; especially the ability to meet project deadlines with a focus on details
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities, that are required of the employee for this job. Duties, responsibilities and activities may change with or without notice. Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.
To Apply
Forward cover letter and resume to:
Jodi DeLaZerda, HR Manager Jdelazerda@jjc.com
210.587.2747