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.