Executive Assistant

Our client, a real estate firm located in West Palm Beach is seeking an Executive Assistant to support the CEO and manage the day-to-day operations of the office. The ideal candidate is exceptionally organized, proactive, cordial, and discreet, with sound judgment and a polished, professional manner.

JOB DETAILS

COMPANY: Real Estate Firm

POSITION: Executive Assistant

LOCATION: West Palm Beach, FL – fully onsite

HOURS: 9:00am-5pm with flexibility to work early mornings and/or evenings as needed

COMPENSATION: $130k-150k base DOE

Responsibilities:

Executive and Personal Support

• Screen incoming calls and emails, respond independently when appropriate, and prioritize matters requiring the CEO’s attention.

• Coordinate scheduling, meetings, and related arrangements with the CEO’s assistant in Manhattan.

• Serve as a cordial, responsive point of contact for investors, business associates, and personal contacts.

• Track ongoing projects, maintain organized systems, and prepare priorities for regular review with the CEO.

• Maintain contact databases, correspondence, holiday lists, and event lists.

• Coordinate household vendors, property maintenance, repairs, and service providers, maintaining

accurate records and maintenance logs.

• Manage vendor accounts, invoices, and ongoing projects.

• Reconcile monthly credit card expenses and organize bills and invoices for approval.

• Track household staff schedules, timekeeping, vacations, and reimbursements.

• Coordinate purchases of household supplies and technology, including Apple devices.

Office Management

• Maintain an organized, welcoming, and well-run office.

• Manage office and kitchen supplies, inventories, service contracts, invoices, and budgets.

• Coordinate technical support, equipment maintenance, and service providers.

• Arrange office catering, meals, and meeting hospitality.

Requirements:

• At least five years of experience supporting a senior executive.

• A cordial, composed, and professional manner, with excellent interpersonal and communication skills.

• Demonstrated discretion and sound judgment in handling confidential business, financial, and personal matters.

• Experience interacting with high-net-worth individuals and investors.

• Exceptional organizational skills, attention to detail, and follow-through.

• Proactive and forward-thinking, with the ability to anticipate needs and initiate action without waiting for direction, while keeping the CEO informed and exercising sound judgment about when to seek input or approval.

• Ability to manage competing priorities and work independently.

• Strong proficiency in Microsoft Office, particularly Outlook, and comfort with Apple products.

• Bookkeeping experience is highly desirable, particularly with expense reconciliation, invoice tracking and maintaining accurate financial records.

• Experience using AI tools to improve organization, research, and day-to-day efficiency would be

additionally beneficial.