Executive Assistant

Executive Assistant To The CFO

IRG's Executive Vice President & Chief Financial Officer is responsible for the company's overall financial activities, capitalization strategy, risk management, and financial reporting, and also leads IRG's strategic planning, budgeting, and administrative functions. As his Executive Assistant, you will directly support the CFO and act as a trusted partner to ensure these broad executive responsibilities are carried out smoothly and efficiently.

In this high-visibility position, you will manage the day-to-day operations of the CFO's office, from organizing his agenda and preparing for strategic meetings to handling communications and confidential materials, so he can focus on high-level initiatives. You will interface regularly with IRG's senior leadership, Board members, investors, and external partners, representing the Office of the CFO with professionalism and tact. This role is fast-paced and on-site, ideal for a polished, proactive professional who excels at multitasking, communication, and maintaining composure in a high-accountability corporate culture.

Key Responsibilities

• Executive Calendar Management: Manage the CFO's complex calendar and schedule, coordinating high-priority meetings, calls, and events across multiple time zones. Prioritize and resolve scheduling conflicts, serving as a gatekeeper to optimize the CFO's time and ensure focus on strategic priorities.
• Meeting Preparation & Follow-Up: Prepare for key meetings by drafting agendas, gathering and organizing briefing documents, and coordinating presentation materials for executive team meetings, Board meetings, and investor meetings. Attend meetings as needed to record minutes, track action items, and drive timely follow-ups on decisions and assignments.
• Investor Relations Support: Coordinate activities related to the investors. Facilitate communication between the CFO and Board members/investors, and manage logistics for any investor calls or events.
• Communication & Correspondence: Act as a liaison on behalf of the CFO, handling incoming correspondence and calls with professionalism. Draft, review, and edit emails, letters, reports, and other documents for the CFO to ensure clarity, accuracy, and a polished executive tone. Maintain an open line of communication with internal departments and external stakeholders, ensuring messages and requests are relayed and handled promptly.
• Confidential Information Management: Handle highly sensitive information and documents with utmost discretion and integrity. This includes financial reports, strategic plans, legal contracts, HR documents, and other confidential materials. Uphold strict confidentiality standards and manage document filing and retention in a secure manner.
• Stakeholder Liaison: Interface with internal teams (finance, accounting, legal, people operations, etc.) and external partners (investors, lenders, auditors, and tenants/clients) on behalf of the CFO. Ensure that inquiries, requests, and tasks are communicated to the appropriate individuals and followed up on, thereby maintaining strong working relationships and a positive representation of the CFO's office.
• Travel & Expense Management: Arrange and manage travel itineraries for the CFO, including booking flights, accommodations, ground transportation, and preparing detailed travel schedules for site visits or investor meetings. Prepare travel briefing documents as needed. Process and reconcile expense reports promptly, maintaining accuracy in financial record-keeping for the CFO's expenses.
• Special Projects & Administrative Support: Support the CFO in various special projects and high-priority initiatives. Conduct research, compile data, or perform preliminary analysis on financial and operational topics as requested. Assist with creating presentations or reports for strategic projects. Additionally, handle general executive administrative tasks, such as filing and managing contact lists, to ensure the CFO's office operates efficiently on a daily basis.

Qualifications

• Experience: 5+ years of experience in an executive assistant or senior administrative support role, with direct experience supporting C-level executives (CFO, CEO or equivalent) in a corporate environment. A track record of working effectively with senior leadership is essential.
• Communication Skills: Exceptional written and verbal communication skills. Able to draft and proofread high-quality correspondence and presentations. Displays a courteous and professional demeanor in all interactions, with strong interpersonal skills to confidently interface with executives, Board members, investors, and other external stakeholders.
• Organizational Skills: Excellent organizational and time-management abilities. Capable of juggling multiple calendars, projects, and deadlines in a fast-paced environment while maintaining attention to detail. Proven ability to prioritize tasks, anticipate needs, and adapt to changing circumstances on the fly.
• Discretion and Integrity: Demonstrated ability to handle confidential and sensitive information with a high level of discretion and integrity. Trustworthy and reliable when exposed to financial data, personnel information, or strategic plans.
• Technical Proficiency: Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and other productivity/collaboration tools. Comfortable with calendar management systems and video conferencing platforms. Ability to quickly learn new software or systems as needed.
• Problem-Solving: Proactive and resourceful approach to problem-solving. Able to work independently, anticipate executive needs, and take initiative to address issues before they escalate. Displays sound judgment and decision-making capability, knowing when to act and when to seek guidance.
• Adaptability: Flexibility to adjust to new priorities or unexpected changes. Remains calm under pressure and can handle urgent requests or extended hours when important deadlines loom. A positive, can-do attitude suited for a dynamic, growth-oriented company culture.

Preferred Qualifications

• Education: Bachelor's degree in Business, Communications, or a related field is strongly preferred. An equivalent combination of experience and education will be considered.
• Industry Experience: Prior experience supporting an executive in the real estate development, investment, or financial services industry is a plus. Familiarity with real estate terminology, financial reports, or investor relations will help you hit the ground running.
• CFO/Finance Support: Experience specifically supporting a Chief Financial Officer or finance executive is highly desirable. Understanding of financial calendars (e.g., quarterly closes, budget cycles) and comfort working with finance departments or auditors can be advantageous.
• AI & Technology Proficiency: Experience with use of various AI tools (e.g. Copilot, Claude, ChatGPT) and presentation software is highly desirable.
• Investor Relations: Experience coordinating Board of Directors meetings, preparing Board packets, or supporting investor relations activities is a plus. Knowledge of corporate governance or having interfaced with Board members in previous roles will be beneficial.
• Certifications: Professional administrative certifications (such as Certified Administrative Professional, CAP) or project management training are a bonus, though not required.