Executive Personal Assistant

Job Description

Job Description

Our client, a real estate portfolio company, is seeking an Executive Personal Assistant to support the CEO. The Executive Personal Assistant serves under the direction of the CEO to steward and execute high-level administrative work, project coordination, and personal assistant needs.

This is a multi-faceted role fit for a candidate who has strong attention to detail, excellent verbal and written communication skills, is a team player, is highly motivated and driven to succeed, has tenacity, is analytical, and has a persuasive personality.

Duties include, but are not limited to :

Develop an understanding of the CEO’s priorities and commitments to anticipate their needs and ensure daily productivity

Be a gatekeeper to handle communication flow between teams

Manage incoming / outgoing emails, calls and inter-office requests; screen callers, take messages, respond to inquiries; keep up to date call log;

print emails / attachments of importance

Manage complex professional, charitable and personal schedules of calls, meetings, video conferences and appointments to ensure optimal use of time.

Populate calendar events based on email correspondence via Inbox / Outbox

Manage a heavy travel schedule including daily point-to-point needs with the driver; coordinate travel arrangements for flights (commercial and private), lodging, car service, and restaurant reservations.

Manage meetings including greeting guests, preparing conference rooms, arranging for necessary supplies, coordinating food and beverage, and serving as lead host for both high-profile guests and internal team meetings.

Perform general administrative duties including rolling calls, printing important documents, maintaining and updating files, handling incoming / outgoing mail, assisting in the preparation of written presentations, and acting as a liaison to guests and employees

Ordering breakfast / lunch and picking up if needed

Process expense reports and maintain a filing system of paper and electronic documents

Coordinate special professional / investor / personal events

Household management : manage various tasks as needed for both main and secondary homes

Other duties as assigned

Qualifications :

Associates / Bachelor’s Degree in Real Estate, Organization Management, Business Administration, or other business academic concentration preferred, but not required

Experience in commercial and / or multi-family real estate experience preferred, but not required

7+ years of Executive support experience

Demonstrated experience with MS Office

Comfort with reading executive level emails and to organize, interpret, guide, direct, and aid the firm’s CEO in his day-to-day communication with co-workers, family members, external third parties i.

e. lawyers, lenders, bankers, investors, tenants, employees, etc.

Knowledge of shared file drives and ability to organize the same in a sensible, coherent, and logical fashion

Ability to author effective email communication to internal and external customers as needed, as directed

Ability to Organize and manage assigned projects toward targeted results and completion

Initiative-taker who seizes the opportunity to solve problems and self-starts more rather awaiting direction and guidance from management on routine projects that arise from time to time

Strong work ethic who operates with an unquestioned degree of honor, integrity, confidentiality, and commitment to get the job done.

Recognition of one’s own skill set deficiency as the position evolves and desire to voluntarily request training, guidance, knowledge to fully meet the demands of the position.