SMS Assist Summary

At SMS Assist, we’re not just in the business of fixing properties—we’re fixing an entire industry. Typically, facilities maintenance is tough work—both in the nature of the job (plumbing, HVAC, snow removal) and the lack of clarity throughout the experience. We decided a better way wasn’t only possible, but essential. Through our award-winning technology platform, built and powered by SMSers, we connect local contractors to our customers and help manage an experience that surpasses expectations.

Recognized on Forbes’ Cloud 100 list, Deloitte’s Technology Fast 500, Chicago Crain’s Top Tech Employers, and more, SMS Assist manages more than 186,000 properties where people live and work. Our customers’ livelihoods are in our hands—think a restaurant manager whose only fryer goes down on a busy Friday night or a family in Florida without power after a hurricane. We work across the industries that make up your community, including retail, food service, banking, residential, and more, and we help them find the right provider in our network (we call them Affiliates) in more than 45 trades.

We’re innovators, disruptors, and out-of-the-box thinkers. We set each other up for success in the office and for the perfect spike on the volleyball court during an intramural game. We’re community volunteers, karaoke partners, and lifelong friends. We’re passionate about the people we serve, and we give our all because we care. We want to make every property better, and we want your help to make it happen.

Job Summary
The Executive Assistant performs a range of administrative tasks in support of an Executive, as well as providing general support for their Department.

Responsibilities
 Provide overall general administrative support to the Executive and their Departmental team
 Maintain the executive's calendar: schedules and confirms appointments, arrange for meeting rooms or facilities, make and confirm travel plans.
 Assist Department Directors with various administrative tasks and projects
 Prepare agendas or presentations, including materials such as data analysis and key results
 Attend meetings with the executive, and take, transcribe, and distribute notes or minutes.
 Maintain Department files and records in accordance with legal requirements and Company policies and procedures
 Respond to mail, phone calls, or emails requesting Department support
 Create and prepare basic data reports and scorecard using Excel and appropriate systems
 Assist with answering Department related inquiries regarding policies, procedures and benefits programs
 Build relationships with key partners, both internally and externally
 Identify opportunities for improving process productivity and efficiency
 Participate in special projects and taskforces, as assigned
 Prepare and submit expense reports on behalf of the executive. Screen visitors, phone calls, emails, or physical mail.
 Foster a positive team environment
 Ensure confidentiality of internal and external data
 Perform ad-hoc projects and other duties as assigned
 Travel requirements: Travel not expected

Professional Skills
 Customer Service – Advanced
 Verbal Communication – Proficient
 Written Communication – Proficient
 Teamwork – Proficient
 Relationships – Advanced
 Organizational Awareness – Proficient
 Problem Solving - Proficient
Proprietary and Confidential 2 Last Update: 03/27/19
 Process Orientation – Advanced
 Prioritization – Advanced

Role Specific Skills
 Ability to maintain strict confidentiality regarding employee personal information, payroll and
employee issues
 Extensive computer skills in Microsoft Word, Excel, PowerPoint, and Outlook
 Excellent time management, organization and prioritization skills

Qualifications
Minimum Qualifications
 Undergraduate degree and/or minimum of two to three years providing office services in a corporate
environment

Other Relevant Qualifications
 Experience as an Executive or Administrative Assistant within the relevant field
 Hands-on experience with relevant systems