Administrative Assistant Home Design REQ#4600

Full Time at The Villages Sales and Marketing

In the spirit of “making dreams come true”, a Home Design Team Administrative Assistant provides administrative support to the Sales Manager(s) and Home Design Team to ensure the day-to-day office operations run smoothly as well as delivering Raving Fans Customer Service to internal and external customers

Essential Duties & Responsibilities:

· Answer incoming phone calls for the purpose of screening calls, transferring calls, responding to inquiries and/or taking message

· Perform general clerical functions for the purpose of supporting office operations and the Sales Manager(s)

· Schedule appointments and update calendar

· Greet employees, visitors/guests in person, providing information, taking messages and/or directing to appropriate personnel

· Act as the point of contact for internal and external customers

· Prepare meeting agendas, transcribe meeting minutes, compile, maintain and disperse pertinent information

· Receive a variety of items (mail, special deliveries, packages, supplies, etc.) to distribute to appropriate parties within the office

· Schedule, arrange and coordinate a variety of complex meetings including multiple departmental attendees

· Support the Home Design Team for the purpose of ensuing the efficient and effective functions of Home Design Team

· Maintain supply inventory by checking stock, anticipating needs, placing and expediting orders for supplies and verifying receipt of supplies

· Prepare documents and materials in Microsoft Office Suite programs by using predefined templates or by creating them from scratch (excel, Publisher, PowerPoint, Word, etc.)

· Maintain and process department time off requests, check requests and building maintenance requests

· Work with internal and external customers to elevate the customer experience while providing new ideas

Education & Experience:

Minimum Requirements: Two (2) years related administrative experience and/or training; or equivalent combination of education and experience.  Experience in the ability to manage multiple tasks while interacting with all levels of people is preferred.

This position requires a strong working knowledge of Microsoft Office software including Word, Excel and Outlook, excellent written and oral communication skills, the ability to prioritize high volumes of work with frequent interruptions, the knack for attention to detail and problem solving skills, and excellent time management skills. Calendar management skills, including coordinating complex executive meetings is necessary.

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The Villages Sales and Marketing is  an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, religion, color, sex, national origin, disability status, protected veteran status, or any characteristic protected by law. Applicants have rights under Federal Employment Laws. Please see the attached posters for more detail about your rights: Equal Employment Opportunity is the Law (EEO)Family and Medical Leave Act (FMLA), and Employee Polygraph Protection Act (EPPA).    

 


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