Executive Assistant

Job Description Job Description ** Executive Assistant ** ** City Street Residential, Inc. ** is seeking a highly organized, proactive, and dependable Executive Assistant to provide high-level administrative support to the company's partners and accounting team. This role is ideal for someone who enjoys variety, takes ownership of their responsibilities, anticipates needs, and thrives in a fast-paced, professional environment. The Executive Assistant will play an important role in keeping day-to-day operations organized and efficient while supporting executives across business, accounting, project, and occasional personal matters. ** Key Responsibilities ** Manage executive calendars, appointments, meetings, contacts, and travel arrangements. Coordinate meetings, prepare materials, track follow-up items, and help ensure priorities and deadlines stay on schedule. Serve as a trusted point of contact for executives and assist with correspondence, scheduling, and day-to-day requests. Handle confidential business and personal information with a high level of discretion and professionalism. Assist executives with special projects, research, document preparation, organization, and occasional personal tasks. Review vendor invoices for accuracy, proper coding, contract compliance, and required approvals. Enter invoices, receipts, checks, and deposits into QuickBooks and Quicken, as applicable. Process employee expense reports and maintain organized vendor, accounting, and supporting documentation. Prepare bank deposits and assist with monthly bank account reconciliations. Coordinate vendor documentation, including obtaining and maintaining W-9s and supporting annual 1099 preparation. Assist with intercompany billing and maintain supporting documentation for charges and advances. Support project closings and project draws, including preparation and organization of Excel schedules, invoices, contractor information, and supporting documents. Organize tax and year-end reporting files and assist the accounting team with administrative needs. Maintain organized electronic and physical filing systems for company, project, accounting, and executive records. Assist with office operations, including ordering supplies, coordinating vendors, handling mail, and supporting the front office as needed. Identify opportunities to improve administrative processes, organization, and efficiency. Provide support to other team members and take on additional projects as business needs arise. ** What We’re Looking For ** The successful candidate will be someone who is professional, resourceful, detail-oriented, and comfortable managing multiple priorities. We are looking for a person who sees what needs to be done and takes initiative rather than waiting for direction. ** Preferred qualifications include: ** Prior experience as an Executive Assistant, Administrative Assistant, Office Manager, or similar professional support role. Excellent organizational and time-management skills with strong attention to detail. Ability to prioritize multiple projects and respond effectively when priorities change. Strong written and verbal communication skills. Professional judgment and the ability to handle confidential information with discretion. Strong working knowledge of Microsoft Outlook, Word, Excel, and Adobe Acrobat . Experience with QuickBooks and/or Quicken is preferred. Comfortable learning new technology, systems, and processes. Basic accounting or bookkeeping experience is a plus. Strong follow-through and a willingness to take ownership of responsibilities. Positive, collaborative attitude and willingness to assist wherever needed. ** Why Join City Street Residential? ** This is a hands-on position with exposure to multiple areas of the business, including executive operations, accounting, real estate projects, and office management. The right candidate will become a trusted member of the team and have the opportunity to take on increasing responsibility as they learn the company and its operations. ** Schedule: ** Monday-Friday, 8:30 a.m.-5:30 p.m. ** Work Environment: ** Professional, non-smoking office. #J-18808-Ljbffr