Executive/Personal Assistant to CEO of Real Estate Firm

Job Description

Job Description

This job is posted on behalf of C-Suite Assistants by Top Echelon.

A privately held, family-owned commercial real estate investment and management firm, that has been in business for over 50 years, is looking for an Executive/Personal Assistant to the CEO. Looking for an EA who is equally comfortable coordinating a complex international itinerary, managing confidential business matters, overseeing household logistics, planning an executive meeting, or organizing a family event. No two days will be the same, so this is an excellent role for the individual who enjoys variety and thrives in dynamic environments. The current EA has been in the role for 7 years. The role is about 80% business, 20% personal.

About the Job:

¨ Manage the CEO’s calendar, including business meetings, personal appointments, social obligations, and other commitments.

¨ Coordinate meetings and travel arrangements, prioritize scheduling requests, and provide participants with accurate and timely information.

¨ Monitor and appropriately route or respond to telephone, email, mail, and other inquiries.

¨ Prepare clear, accurate, and professional correspondence, presentations, schedules, and related materials.

¨ Anticipate scheduling and logistical needs and identify potential conflicts or problems.

¨ Support other members of the executive leadership team as assigned.

¨ Manage confidential and sensitive business and personal information in accordance with company policies and applicable requirements.

¨ Exercise independent judgment within established authority and promptly escalate matters when appropriate.

¨ Maintain accurate records relating to designated personal accounts, checkbooks, invoices, and bill payments.

¨ Coordinate philanthropic commitments, including pledges, payment schedules, and related records.

¨ Process and track monthly, quarterly, and annual payments for the Foundation.

¨ Maintain appropriate documentation, approvals, and confidentiality when managing financial-administrative matters.

¨ Coordinate designated personal and household matters for the CEO and family.

¨ Serve as a liaison with property managers, household service providers, and other vendors.

¨ Schedule personal appointments and coordinate shipping, receiving, and related logistical needs.

¨ Administer seasonal and hospitality programs, including the allocation and distribution of tickets to sporting or other events.

¨ Maintain clear records and follow established approval processes for personal and household expenditures.

¨ Some off-hour availability required

About You:

¨ Minimum of 7 years of experience supporting a CEO

¨ BA/BS from a college or university a plus

¨ Excellent Microsoft Office skills (Word, Excel, PowerPoint and Outlook)

¨ Proficiency with standard smartphone and Apple iPhone functions

¨ Willingness to learn and appropriately use approved technology and artificial-intelligence tools

¨ Experience with QuickBooks a plus

¨ Strong communication skills: written and verbal

¨ Emotionally intelligent with strong people skills enabling the individual to build trust with executives, colleagues, vendors, and family members

¨ Strategic thinker

¨ Understand the importance of confidentiality and trust when supporting a CEO

¨ Dynamic and proactive comfortable in a fast-paced environment.

¨ Polished, professional demeanor and the gravitas to interact with high-level executives

¨ Outstanding communication skills

Salary, Benefits (medical, dental vision), 401K, Paid Vacation

Hours: 8:30 AM to 5:00 PM