Executive Assistant
The Executive Assistant (“Assistant”) will provide comprehensive administrative support to the Executive or multiple Executives to support the operations of the team. The individual will be a highly-effective professional with strong interpersonal skills, can multi-task and prioritize in a fast-paced environment. The Assistant must be able to work independently and collaboratively and maintain confidentiality across a variety of business and personal matters. The individual must demonstrate good business judgment, diplomacy and tactfulness to maintain strong working relationships within and across multiple sectors and/or functions within the organization.
Responsibilities
- Calendar/Meeting Management: Manage Executive’s calendar.. Coordinate business meetings ensuring all logistics are handled from start to finish. Understand how to use Teams, Zoom, Skype and Go-to-Meeting conferences, as well as telephone conference call-in meetings. Test relevant technology prior to the start of meetings and ensure an agenda is created for each meeting.
- Travel Management: Research, schedule and arrange for business travel, including flights (commercial and private), hotels, restaurants, and meetings during travel. Use Google maps and other Internet resources to provide driving and public transportation directions. Create an itinerary for each trip.
- Marketing: Assist with the preparation of marketing materials including formatting, proofreading, printing, collating and binding presentations. Drive internal communication through in-person conversations, and email communication
- Project management: Help Executives with any project management needs and any projects that arise.
- Event management: Plan and manage events, including selecting venue and coordination of audio visual, food/beverage, entertainment, activities, contract negotiation and budget management.
- Invoices: Assist Executives with any invoices he/she receives, partnering with the appropriate teams internally as well as external vendors
- Expense reports: Prepare expense reports and manage expense receipts. Coordinate with the Accounting Department to manage reimbursements.
- Mail management: Manage shipping for business development teams including creating labels and packing boxes for shipment and tracking deliveries.
- Personal assistance: When applicable, assist Executives on personal support.
- Other responsibilities: Collaborate with support professionals, assist in the general office administration activities including reception desk coverage, conference room preparation and cleanup, supply management and other duties assigned.
Qualifications
- Bachelor’s Degree preferred
- Minimum 3 years of administrative experience
- Excellent knowledge of Microsoft Office Suite, Amazon Chime/other conferencing tools, Concur and other relevant technology
- Marketing and administration background in the real estate industry strongly preferred
- Incredible attention to detail and organizational skills
Must Haves
- Extremely hard-working and driven
- “No job too small” mentality
- True team player eager to help drive the growth of the business
- Self-motivated, flexible and ability to adapt
- Willing to learn, grow and change
- Effective under pressure
- Always raise your hand for more
Other Details
Pay Type: Salary
Travel Required: Yes
Travel Percentage: 25%
Full Time Position
Please review the above information prior to submitting your resume