Executive Assistant

Job Description

Overview

Namdar Realty Group is seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide direct administrative and operational support to the Chief Executive Officer. This position plays an important role in managing the CEO's daily schedule, coordinating business and personal matters, and ensuring that executive priorities are handled efficiently.

The ideal candidate is a resourceful, dependable professional with experience supporting C-suite executives in a fast-paced environment. The candidate must demonstrate exceptional organizational skills, sound judgment, discretion, and the ability to anticipate needs, manage competing priorities, and work independently.

Key Responsibilities

• Provide direct administrative and organizational support to the CEO, managing daily priorities, schedules, and executive-related tasks
• Manage complex calendars, coordinate meetings and appointments, and arrange domestic and international business and personal travel, including flights, accommodations, transportation, and vacation itineraries
• Serve as a primary point of contact between the CEO, internal departments, property managers, vendors, and external business partners
• Manage executive communications, including emails, phone calls, correspondence, reports, presentations, and meeting materials.
• Anticipate executive needs, prioritize urgent matters, and ensure timely follow-up on outstanding tasks and projects
• Assist the AP dept with expense reporting, and reconciliation of employee and executive expenses, invoices, and receipts
• Assist with administrative aspects of new hire onboarding (setting up American Express accounts and company cellphone lines)
• Maintain and organize company leases, licenses, event agreements, legal documents, and other important business records, ensuring proper documentation and recordkeeping
• Coordinate legal documents through final execution, working with business partners and authorized signatories to obtain required signatures, arrange notarizations, and ensure documents are properly completed
• Assist with tenant payment tracking, leasing documentation, Certificates of Insurance, and event agreements, ensuring required payments and documents are received
• Follow up with property managers and internal departments to ensure required documentation, payments, and outstanding administrative matters are addressed in a timely manner
• Coordinate the CEO's personal and family related responsibilities, including medical and personal appointments, travel arrangements, household management, vendor services, errands, and miscellaneous family matters.
• Provide ongoing administrative and operational support to the CEO and corporate office, assisting with day-to-day business needs and office-related matters.
• Support special projects and additional business or personal assignments as directed by the CEO while maintaining strict confidentiality and professionalism.
• Provide backup front desk coverage by answering and directing incoming calls during lunch breaks, absences, or as needed

Qualifications

• Proven experience as an Executive Assistant, Personal Assistant, or in a similar role providing direct support to a CEO or other C-suite executive
• Ability to work independently, take initiative, and anticipate executive needs with minimal supervision.
• Strong experience managing complex executive calendars, scheduling, and domestic and international travel arrangements
• Exceptional organizational and time-management skills, with the ability to manage multiple responsibilities and shifting priorities
• Excellent written and verbal communication skills, with a professional and polished demeanor
• High level of discretion, confidentiality, and sound judgment when handling sensitive business and personal matters
• Proficiency in Microsoft Office Suite, with strong technical aptitude and the ability to quickly learn new software, systems, etc.
• Comfortable communicating and coordinating with senior executives, employees, vendors, and external business partners.
• Previous experience coordinating personal or household-related responsibilities for an executive is preferred
• Experience in real estate, property management, office administration, or financial coordination is a plus

Equal Employment Opportunity

Namdar Realty Group is an Equal Opportunity Employer. We are committed to providing equal employment opportunities to all qualified applicants without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other characteristic protected by applicable law