Job Description

Suntex Marinas invests exclusively in niche mixed-use marinas and their related operating platforms. We have acquired, developed, and operated over 95 full-service marinas which include retail spaces, office buildings, resorts, hotels, and restaurants.

Position Purpose :

The Executive Administrative Assistant supports members of the Executive team at the Home Office. The Executive Administrative Assistant is a proactive problem solver with exceptional communication skills and has meticulous attention to detail. This individual has experience working in an office environment, performs administrative duties, and provides support to executive level team members.

Duties and Responsibilities :

1. Manage calendars, appointments, meetings, and schedules for designated executives
2. Coordinate travel and logistics for business trips, to include booking travel, preparing itineraries, and support executives in completing expense reports, as requested
3. Professionally correspond and coordinate with the Company’s Board of Directors or other key stakeholders as requested
4. Maintain correspondence, phone calls, and emails as requested
5. Provide general administrative and office support
6. Process, scan, and distribute all physical mail to the assigned teams
7. Code and process assigned department invoices (e.g., coding invoices to proper GL/allocating to properties)
8. Routinely check the status of invoices and payments following vendor or internal requests
9. Maintain and file assigned department documents in SharePoint
10. Assist with document gathering and distribution for document requests from third parties
11. Legal and Risk Department Support
12. Assist with discovery documentation for litigation matters
13. Coordinate original and electronic signatures, as well as document distribution as requested
14. Complete data entry into various Legal or Risk department-maintained trackers (litigation claims, etc.)
15. Complete initial drafts of baseline forms (e.g., completing customer or marina names in a standardized form), as requested
16. All other duties as assigned

Education and Experience :

1. Must possess at least 5-10 years’ demonstrated experience in an administrative support area, with a preference of a minimum of 3 years’ experience with executive level management support and/or a minimum of 3 years’ experience with administrative support for Legal or Risk departments
2. Must possess excellent time and task management proficiency with a strong ability to organize and coordinate multiple concurrent activities
3. Must have excellent written and verbal communication skills
4. Must demonstrate proficiency in the use of Microsoft Office products to include Word, Outlook, Excel, and PowerPoint
5. Must be reliable and timely
6. Must be able to maintain confidentiality of information related to the company and its employees

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