Executive Assistant

A bit about us :

My client is a small real estate development firm located in the heart of Denver. They have a very close knit team and they are looking for someone to jump in and be the mold that holds it all together.

Why join us?

Incredible team based environment where employees are very valued

Strong talent with a great energy where everyone wants to be there

Very collaborative across departments

Excellent benefits

Unlimited PTO

Great work life balance

Beautiful office

Incredible culture

Job Details

Position Overview :

We are seeking a highly organized, proactive, and professional Executive Assistant, Office Manager, and Personal Assistant to provide comprehensive administrative support to the Company’s CEO, while overseeing the daily operations of the office.

The ideal candidate will be resourceful, capable of managing multiple tasks, and adept at handling both administrative and office management responsibilities.

Additionally, this role will include accounting support, assisting with basic financial processes and bookkeeping.

This is a full-time, in-office position with some local site and meeting visits. Although the bulk of the responsibilities are anticipated during normal working hours, some evening and weekend support may be necessary.

Key Responsibilities :

Executive Support :

Administrative Support :

oManage complex calendars, schedule meetings, and handle appointments, prioritizing and resolving scheduling conflicts.

oHandle email management, phone calls, and all communications on behalf of the executive.

oOrganize and maintain confidential files, records, and contracts.

oPrep meeting agendas and background.

Meeting and Event Coordination :

oArrange internal and external meetings, including logistics, venue bookings, catering, and agenda preparation.

oOrganize travel arrangements, including flights, hotels, transportation, and detailed itineraries for both domestic and international trips.

oAssist in planning and organizing company events, off-site meetings, and other business-related functions.

Personal Assistance :

oAssist with personal tasks such as scheduling personal appointments, family scheduling, and coordinating personal travel.

oManage other personal errands as required.

Office Management :

• Oversee the day-to-day operations of the office, ensuring a well-organized and efficient work environment.
• Manage office supply inventory, ordering supplies as needed, and coordinating with vendors.
• Handle office equipment maintenance and ensure the proper functioning of office technology.
• Coordinate with building management for office-related issues (maintenance, repairs, etc.).
• Coordinate with third-party IT company for any IT related matters.
• Manage office budgets and assist in tracking office-related expenses.

Accounting Support :

• Process expense reports, ensuring accuracy and timely submission.
• Assist with accounts payable and receivable tasks, including invoice processing and payment tracking.
• Work with the accounting team to support monthly and annual financial reporting and reconciliation processes.
• Maintain accurate financial records and ensure all receipts, invoices, and financial transactions are properly documented.
• Prepare basic financial reports, summaries, and overviews for management as needed.

Liaison :

• Serve as the main point of contact between the executive and internal / external stakeholders, managing relationships with clients, board members, and key partners.
• Relay information and decisions on behalf of the executive to appropriate team members, ensuring alignment with organizational priorities.

Qualifications :

• Proven experience as an Executive Assistant or similar role supporting C-suite or senior leadership.
• Strong organizational, time-management, and multitasking skills with a keen attention to detail.
• Experience in office management, including vendor management and office administration.
• Basic knowledge of accounting principles and experience in handling financial tasks.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and accounting software (, QuickBooks, Xero) is a plus.
• Strong problem-solving abilities and the capacity to work well under pressure in a fast-paced environment.
• Ability to exercise discretion, maintain confidentiality, and handle sensitive information with professionalism.
• Bachelor’s degree or equivalent work experience preferred.
• Experience in land development or real estate is a plus.
3 days ago