Administrative/Executive Assistant

Executive Assistant To The CEO

The Susan Horak Group is seeking an organized and dependable Executive Assistant to support the CEO/Owner with administrative operations and real estate business activities. This role involves a broad range of responsibilities, including document preparation, calendar maintenance, communication coordination, and administrative support related to real estate transactions. The Executive Assistant helps the CEO stay organized and on schedule, ensures commitments and deadlines are tracked, and completes projects or tasks as assigned by leadership. The position works closely with the CEO and other team members to maintain an efficient workflow across daily business activities. The ideal candidate is detail-oriented, professional in their communication, and comfortable managing multiple administrative responsibilities with consistency and accuracy. This position is best suited for candidates who have prior experience supporting a business owner, executive, or senior leadership and are comfortable working in a fast-paced, dynamic environment where responsibilities may vary day to day.

Application Note: When applying, please include a brief paragraph describing your experience supporting an executive, business owner, or senior manager, particularly any experience involving document management, scheduling, or real estate transactions.

Key Responsibilities

• Document Preparation: Type, format, and edit reports, legal documents, presentations, and professional correspondence. Review documents for accuracy, formatting, and completeness before distribution.
• Data Management: Enter and maintain records in company databases and tracking systems. Organize and maintain digital and physical files to ensure information is accessible and up to date.
• Communication Management: Facilitate communication between the CEO/Owner, internal team members, and external contacts while ensuring messages and requests are relayed accurately and promptly. Answer calls, manage inquiries, and ensure messages are communicated accurately and promptly.
• Calendar & Scheduling: Maintain the CEO's calendar, schedule meetings as directed, and help ensure the CEO remains informed of upcoming commitments and deadlines. Track commitments, reminders, and follow-up items to help ensure meetings, calls, and deadlines are not missed.
• Travel & Logistics: Arrange travel including flights, accommodations, and transportation. Prepare travel itineraries and assist with schedule adjustments as needed.
• Real Estate Transaction Support: Assist with preparation of contracts, amendments, and other real estate transaction documents. Coordinate communication with clients, agents, lenders, title companies, and other parties involved in transactions. Track deadlines and help ensure required documentation is completed accurately and on time.
• Sales & Lead Support: Assist with identifying potential sales leads and researching properties. Support prospecting activities and maintain organized lead records.
• General Administrative Support: Assist with special projects, event coordination, and additional administrative tasks as needed to support senior leadership.

Minimum Qualifications

• Strong organizational skills and attention to detail.
• Ability to manage multiple responsibilities while maintaining accuracy.
• Professional written and verbal communication skills.
• Ability to work independently and manage tasks without constant supervision.
• Proficiency in Microsoft Office, particularly Word and Excel.
• Strong note-taking, documentation, and record-keeping skills.

Education & Experience

• Bachelor's degree preferred.
• Minimum 3 years of experience in an administrative or executive assistant role supporting management or senior staff.
• Experience working in a real estate, legal, or transaction-based administrative environment is strongly preferred.
• Candidates should be comfortable working with contracts, business documents, and detailed administrative processes.

Additional Skills/Attributes

• High level of professionalism when interacting with clients and partners.
• Strong problem-solving and organizational abilities.
• Ability to handle confidential information with discretion.
• Adaptability in a fast-paced and evolving work environment.
• Consistent attention to detail and accuracy.

The Susan Horak Group is a growing team dedicated to professionalism, organization, and exceptional client service. As Executive & Administrative Assistant to the CEO, you will play an important role in supporting leadership and helping the business operate efficiently. This position offers the opportunity to work closely with leadership and gain exposure to real estate operations and business administration in a collaborative team environment.