Job Description
Description We are seeking a highly organized and proactive Executive Assistant to directly support our Chief Executive Officer ("CEO")/Chief Investment Officer ("CIO"). This role is essential in ensuring success within the office and will involve a variety of administrative tasks. The ideal candidate will possess exceptional organizational skills, the highest degree of customer service acumen, and proficiency in various administrative functions.
Job Summary:
The Executive Assistant will provide high-level administrative and personal support to the CEO/CIO. Responsibilities include managing complex schedules, coordinating meetings, composing correspondence, maintaining confidential records, and assisting with special projects. This role also involves personal assistant duties and requires the utmost discretion and confidentiality. Responsibilities include, but are not limited to: Manage and maintain Outlook calendar, coordinating internal and external meetings. Prepare, draft, and proofread various documents, including invoices, reports, memos, letters, financial statements, and legal filings. Answer, screen, and direct incoming phone calls in a professional manner. Set up and coordinate meetings, conferences, and appointments with clients, vendors, and visitors. Manage ongoing living task list with necessary updates and removals and ensure follow-up when required. Perform general clerical duties, including copying, scanning, faxing, mailing, and filing. File and retrieve organizational documents, records, and reports. Compile, transcribe, and distribute minutes of meetings. Make complex travel arrangements and compose detailed itineraries for both corporate and personal travel, including multi-leg trips and international travel. Assist with the overall maintenance and organization of the office intermittently when required. Provide administrative and logistical support for Board of Directors and committee meetings, including scheduling, document preparation, and meeting coordination. Handle sensitive financial matters, banking activities and confidential legal filings. Coordinate personal errands and household-related tasks, including vendor management, household scheduling, and related duties. Maintain strict confidentiality in all aspects of client, staff, agency, and personal information. Perform other duties as assigned. Qualifications High school diploma or GED required; Bachelor's degree preferred. Minimum of 7 years of experience in administrative, executive assistant, or office management roles. Strong proficiency in Microsoft Word, Excel, and Outlook. Exceptional grammar, editing, and written communication skills. Excellent communication skills and professional phone etiquette. Demonstrated ability to handle sensitive information with discretion. Strong organizational and time-management skills with attention to detail. General knowledge of commercial real estate, brokerage, development, multifamily, and hospitality industries preferred. Familiarity with principles and practices of office management and organization.
