Assistant for Booking and Scheduling Meetings

Ovid Real Estate Company is currently seeking qualified and enthusiastic individuals to join our dynamic team. We believe in fostering a collaborative and innovative work environment, and we invite you to explore the following exciting career opportunities:

Job Specifications:

Meeting Coordination:

• Schedule and coordinate internal and external meetings.
• Ensure all participants receive necessary details, including agenda and meeting location.

Calendar Management:

• Manage and update executives' and team members' calendars.
• Coordinate appointments, calls, and meetings to optimize time efficiency.

Communication Liaison:

• Act as a point of contact for scheduling-related inquiries.
• Communicate with team members to gather availability and preferences.

Documentation:

• Maintain accurate and up-to-date records of scheduled meetings.
• Prepare meeting materials, including agendas and relevant documents.

Technology Utilization:

• Utilize scheduling software and tools proficiently.
• Stay updated on the latest technologies and tools for efficient scheduling.

Collaboration:

• Collaborate with other administrative assistants and team members to streamline processes.
• Participate in team meetings and provide input on scheduling-related matters.

Confidentiality:

• Handle sensitive information with the utmost confidentiality.
• Maintain privacy and security in all communication and documentation.

Customer Service:

• Provide excellent customer service in coordinating and scheduling activities.
• Respond promptly to inquiries and resolve scheduling-related issues.

Required Number: 4 (Four)

Education:

• High school diploma or equivalent; additional education or certification in office administration is a plus.

Experience:

• Proven experience as an administrative assistant, scheduler, or in a similar role.
• Familiarity with scheduling software and tools.
• Experience in calendar management and coordinating meetings.

Communication Skills:

• Exceptional written and verbal communication skills.
• Ability to effectively communicate with team members, clients, and external stakeholders.
• Professional and friendly demeanor in interactions.

Organizational Skills:

• Strong organizational and multitasking abilities.
• Detail-oriented with excellent time management skills.
• Capability to handle multiple calendars and prioritize conflicting schedules

Technological Proficiency:

• Proficient in using office software such as Microsoft Office Suite.
• Familiarity with scheduling tools like Microsoft Outlook, Google Calendar, or similar.

Problem Solving:

• Ability to anticipate scheduling conflicts and proactively address them.
• Quick problem-solving skills to adapt to unexpected changes or challenges.

Adaptability:

• Flexibility to adapt to changing priorities and deadlines.
• Ability to work efficiently in a fast-paced environment.