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Executive Administrative Assistant

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Job Description:

We are seeking a highly skilled and professional Executive Administrative Assistant to provide comprehensive administrative support to our Real Estate executive team. This role will directly support the Real Estate executive team as well as indirectly support the wider organization. This role will play a critical role in enabling the effectiveness of the Real Estate organization through coordination, project support, and optimized workflows. The successful candidate will be responsible for managing the day-to-day operations of the executive office, facilitating efficient communication, and ensuring the smooth functioning of administrative processes. This role requires exceptional organizational skills, ability to prioritize work efforts, strong attention to detail, and the ability to handle sensitive and confidential information with the utmost discretion. The Executive Administrative Assistant will play a critical role in optimizing productivity and contributing to the overall success of our organization including but not limited to scheduling, event coordination, supplier set-up, vendor payments, processing of expenses and more.

Responsibilities:

Administrative Support:

• Manage complex calendars, schedule appointments, and coordinate meetings for executives.
• Arrange domestic and international travel logistics, including flights, accommodations, and ground transportation.
• Prepare and organize documents, presentations, and reports for executive meetings and presentations while leveraging digital and AI-enabled tools to enhance quality and efficiency.
• Screen incoming calls, emails, and correspondence; prioritize and respond as necessary.
• Act as the point of contact between executives and internal/external stakeholders, demonstrating professionalism and diplomacy in all interactions.
• Handle sensitive and confidential information with the highest level of discretion.

Office Management:

• Oversee the day-to-day operations of the executive office, ensuring a well-organized and efficient work environment.
• Maintain inventory of office supplies, equipment, and manage vendor relationships as necessary.
• Coordinate and assist with onboarding of new employees, including workspace setup and necessary documentation.

Communication and Coordination:

• Serve as a liaison between executives and department heads, ensuring timely and effective communication across all levels of the organization.
• Prepare and distribute internal and external communications, including presentations, emails, and announcements.
• Coordinate and manage executive-level meetings, conferences, and events, including logistics, agendas, and follow-up actions.

Data Management:

• Assist in the preparation and maintenance of reports, budgets, and financial documents.
• Conduct research and gather data as needed for various projects and initiatives.
• Organize and maintain digital and physical files, ensuring easy access and retrieval (i.e. Microsoft SharePoint and Microsoft Teams).
• Utilize modern tools (Microsoft Suite, AI assistants such as Copilot) to improve reporting, data organization, and workflow efficiency.

Required Education and Experience

• High school diploma or general education degree (GED), required
• Bachelor's Degree in a relevant field, preferred
• 3 + years' experience as an executive assistant to a Senior Manager, required
• Familiarity with project tracking tools and AI-enabled productivity tools (Copilot, ChatGPT), preferred
• Strong organizational and project coordination skills with the ability to manage multiple priorities, required
• Intermediate to advanced PC software Application skills (Excel, PowerPoint, Outlook) and collaboration tools such as Teams, required
• Operation of standard office equipment, required
• Excellent interpersonal skills, required
• Excellent composition/proofreading skills, required

Our Organization has a business casual environment and focuses on teamwork, associate development, training, and continuous improvement. We offer competitive wages, excellent affordable insurance benefits (including health, dental, vision and life), 401K plan, paid vacation and holidays.

Our Organization is an equal opportunity employer.