Entry Level Administrative Assistant

Yze Group is a privately owned company that specializes in the acquisition, renovation, sales and leases of real estate development including single-family and multi-family buildings in New Jersey and its surrounding states.
The Company's mission is to sell or lease well-designed, family-oriented homes that complement the lifestyle of its residents. The Company's principals believe deeply in quality construction, customer service, and architectural integrity.
We pride ourselves on our competitively priced, modern and turnkey design homes, and we offer the best value in the industry.
Our focus on client satisfaction has allowed us to maintain a competitive edge in the industry and build lifelong relationships while reporting consistent growth and profitability year over year.
We offer our vast knowledge in the real estate industry, integrity, vision, work ethic, exceptional operational standards, positivity and a vast network of real estate professionals to our clients to make operations much easier for them.
Responsibilities:

Calendar Management:
This duty includes scheduling meetings, a key part of managing a clients calendar, to streamline the process of organizing business meetings and save valuable time. The assistant must be adept at coordinating across different time zones, understanding the priorities of the individual or team, and ensuring that all appointments are timely and accurately recorded.
Document Preparation:
Preparing, formatting, and editing various documents is a significant part of the responsibilities of an Administrative Virtual Assistant. Proficiency in Microsoft Office Suite is essential for these tasks, as it includes the necessary tools for creating and managing professional documents. This includes previous experience in creating reports, presentations, official correspondence, and other business documents. The assistant must have a good grasp of different software tools for document creation and be able to present information in a clear, professional format.
Email Management:
This crucial aspect of Administrative Virtual Assistant duties involves meticulously sorting through incoming emails, categorizing them for easy access, and prioritizing responses based on urgency and importance. The assistant ensures that all communications are handled professionally and promptly, often drafting replies or templates to streamline the process. This task is vital for maintaining efficient and clear communication channels within a business.
Data Entry and Management:
This responsibility requires entering data into relevant systems such as CRM databases, spreadsheets, or other organizational software. Accuracy and attention to detail are paramount in this aspect of an Administrative Virtual Assistant role, as it ensures that all information is current, correctly categorized, and easily retrievable for analysis or reporting purposes.
Travel Arrangements:
Planning and organizing travel itineraries is another aspect of the to-do list of an Administrative VA. This includes booking flights, accommodations, and arranging transportation, often finding the best options in terms of cost and convenience. The assistant needs to be proactive in anticipating travel needs and adept at handling last-minute changes or emergencies.
Meeting Coordination:
Organizing and coordinating meetings is a fundamental aspect of a Administrative Virtual Assistant responsibilities. This includes setting agendas, notifying participants, arranging meeting logistics, taking minutes, and following up on action items. The assistant ensures that meetings are productive and that all necessary information is captured and communicated.
Research:
Conducting internet research for various projects is an important part of the Admin Virtual Assistant role. This involves gathering data, analyzing information, and compiling findings to support decision-making processes or project development. The assistant must be skilled in navigating online resources and synthesizing information effectively.
Project Management:
The assistant plays a crucial role in overseeing projects from inception to completion. This involves setting project goals, creating detailed project plans, coordinating with team members, monitoring progress, and adjusting plans as needed. They ensure that all project milestones are met within the company- designated timelines and budget, and they often serve as the point of contact for all project-related communications.
File Management:
Effective file management is a typical task of an Administrative Virtual Assistant. It involves creating an organized digital filing system that allows for easy storage and retrieval of documents. The assistant ensures that files are correctly named, categorized, and archived. They also implement data protection measures, such as regular backups and secure file-sharing practices, to safeguard sensitive information.
Communication Coordination:
This duty of an Administrative Virtual Assistant to act as a communication hub, facilitating clear and effective interaction and smooth communication between departments, team members, and external partners. They might draft and distribute internal communications, coordinate responses to inquiries, and ensure that all parties are kept informed of relevant updates and changes. This role demands strong interpersonal skills and the ability to manage information flow efficiently.
Special Projects:
Undertaking special projects is a diverse and dynamic aspect of Administrative Virtual Assistant duties. These projects can range from organizing corporate events, conducting market research, implementing new software or business processes, to managing specific public relations campaigns. The assistant needs to be versatile, able to quickly adapt to new tasks, and capable of managing multiple aspects of a project efficiently.
Qualifications:
- High school diploma or equivalent required, some college coursework preferred
- Previous experience in an administrative role is a plus
- Proficient in Microsoft Office Suite and basic computer skills
- Excellent communication and interpersonal skills
- Strong organizational and time-management skills
- Ability to multitask and prioritize tasks effectively
- Detail-oriented and able to maintain a high level of accuracy
- Positive attitude and willingness to learn and take on new challenges
- Familiarity with bookkeeping and basic accounting principles is a plus
Contract Details:
This is a full-time position, 40 hours per week, Monday-Friday. The selected candidate will be offered a competitive salary and benefits package, including health insurance, paid time off, and opportunities for professional development and growth within the company.
If you are a motivated and enthusiastic individual with a passion for administrative work, we encourage you to apply for this position. Join our team at YZE Group LLC and take the first step towards a successful career in the administrative field.
Contract Details:
This is a full-time position, 40 hours per week, Monday-Friday. The selected candidate will be offered a competitive salary and benefits package, including health insurance, paid time off, and opportunities for professional development and growth within the company.
If you are a motivated and enthusiastic individual with a passion for administrative work, we encourage you to apply for this position. Join our team at YZE Group LLC and take the first step towards a successful career in the administrative field.