Our mission at ICON Management is to consistently anticipate and exceed our customers’ expectations by providing outstanding facilities and superior service. We strive for constant improvement and will conduct ourselves according to the highest standards of integrity and professionalism.

Job Title: Community Management Administrative Assistant

Reports To: President

Position Summary:

We are looking for an adaptable Community Management Administrative Assistant to perform a variety of administrative and clerical tasks. Duties of the Community Management Administrative Assistant include providing full support to the President as well as to the leadership team and employees. Assistance with daily office needs will be a general function of this role as well as providing direct support to our Regional Community Management team.

Essential Job Functions:

Assists front desk answer incoming calls, directs to appropriate personnel, takes and delivers messages. Assists front desk with daily shipping and mailing needs for the office. Performs general office work such as word processing, filing, operating copy and fax machine. Generates and organizes reports, forms, and procedures for management. Operates and organizes executive office area, prepares for events, meetings, and travel. Prepare agendas and transcribe details with understanding of appropriate sharing and dissemination of information. Promote company culture by running the ICON Bucks Reward Program, Birthdays and Anniversary monthly celebrations. Manage new employee onboarding set up including business cards, nametags, office introductions, IT and workstation set ups. Maintain the ICON Store by tracking inventory, organization, and stock of product. Be the ICON contact for office supplies and leases, car washes, Iron Mountain, StaplesAdvantage. Address any building maintenance service needs maintenance vendor. Set up the conference room for meetings and organize conference virtual meetings through GoToMeeting. Maintain the safety of the office by checking stock of, first aid kits, fire extinguishers, etc. Assist the Regional Community Management team with various daily, weekly and annual administrative tasks. Support the Human Resources and Leadership team with administrative functions.

*The statements contained herein describe the scope of the responsibility and essential functions of this position, but should not be considered to be an all-inclusive listing of work requirements. Individuals may perform other duties as assigned including work in other areas to cover absences or relief to equalize peak work periods or otherwise balance the workload. 

Core Competencies:

To perform the job successfully, an individual should demonstrate the following:

Microsoft Office – The ability to effectively and independently use Microsoft Excel, Outlook, and Word. Customer Service – Manage difficult or challenging situations in a respectful manner as well as understand the importance of tact and discretion with the ability to maintain confidential information. Teamwork - Exhibits objectivity and openness to other views. Balances team and individual responsibilities. Able to build morale and support everyone’s efforts to succeed. Time Management – Effectively able to prioritize work, meet deadlines, and work with little direction. Solution Oriented – Capable of proactively recognizing opportunities and implementing effective solutions. Quickly able to adapt to change with a can-do attitude. Ethics - Treats everyone with respect; inspires the trust of others; works with integrity; Upholds organizational mission and values.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge; skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education/Experience - College or university program certificate; or two to four years related experience and/or training; or equivalent combination of education and experiences. Hospitality experience and superior people skills is preferred. Language Ability - Ability to read, analyze and interpret general business periodicals, professional journals, technical procedures or governmental regulations. Ability to write reports, business correspondence and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers and the general public. Reasoning Ability - Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form. Computer Skills - Microsoft Excel, Word, Outlook, PowerPoint and able to type 60 wpm.

Schedule Requirements:

Must be available Monday – Friday, 8am – 5pm.