Executive Assistant

Executive Assistant

CIM is a community-focused real estate and infrastructure owner, operator, lender, and developer. Our team of experts works together to identify and create value in real assets, benefiting the communities in which we invest. Back in 1994, our three founders focused on projects in Southern California neighborhoods. Today, we are a diverse team of 900+ employees with projects across the Americas. Our projects have delivered jobs; created comfortable places to live, work, and relax; and provided necessary and sustainable infrastructure. Our focus on enhancing communities is unwavering, and we strive to make an even greater impact in the years to come. Join us and make an impact today!

Position Purpose

The Executive Assistant provides high-volume, high-priority support to a fast-paced senior executive and a team of senior leadership professionals. This role serves as a trusted partner, enabling leadership to operate efficiently by managing complex logistics, anticipating needs, and ensuring seamless coordination across internal and external stakeholders. The ideal candidate is highly organized, proactive, discreet, and thrives in a fast-paced, client-facing environment.

Responsibilities:

• Provide comprehensive administrative support to a top-level executive and multiple senior leaders, including calendar management (across multiple time zones), meeting coordination, and travel planning.
• Proactively manage and prioritize competing demands, ensuring leaders are prepared for meetings, presentations, and key engagements.
• Arrange detailed domestic travel itineraries, including flights, accommodations, and logistics; anticipating travel needs and proactively adjust plans as business priorities shift.
• Manage the coordination of meetings including technology and refreshment set-up, preparation of meeting materials (e.g. agenda and presentation), etc.
• Set-up and maintain departmental and/or management files according to established criteria.
• Event planning responsibilities including but not limited to; planning corporate events, and booking related travel.
• Prepare and process expense reports. Reconcile charges to Corporate and/or business credit card(s) and review, approve, code, and process invoices related to departmental expenses including but not limited to: setting up vendors, ensuring appropriate insurance coverage is obtained and submitted, and tracking payments to ensure timely payments.
• Serve as a reliable point of contact between executives, internal teams, and external partners.
• Handle sensitive and confidential information with the highest level of discretion.
• Performs other duties, including special projects, as assigned.

Education/Experience Requirements:

• Bachelor's degree and/or related experience preferred.
• 5-10 years of experience in an administrative assistant role.
• Experience supporting multiple executives simultaneously, with demonstrated ability to prioritize competing demands, preferably within fast-paced environment.
• Proven ability to manage complex calendars and logistics at an executive level.
• Strong proficiency in Microsoft Office including Outlook, Word, Excel, PowerPoint required.
• Experience with video conferencing software is preferred.
• Experience with accounts payable software desirable.
• Experience with office equipment such as printers, copiers, scanners, mail metering machines.

About You:

• Exercises sound judgment and discretion, making timely, well-informed decisions to resolve issues and navigate competing priorities in a fast-paced environment.
• Exhibits a strong ownership mindset, consistently responding to requests with urgency and accountability while ensuring tasks and deliverables are completed accurately and on time.
• Maintains a professional, polished presence, serving as a trusted representative of senior leadership and positively reflecting the organization in all interactions.
• Communicates with clarity and confidence, effectively engaging with stakeholders across all levels of the organization, including senior executives, external partners, and boards of directors.
• Handles sensitive and confidential matters with discretion and tact, responding thoughtfully and effectively to complex or high-stakes inquiries and concerns.
• Demonstrates strong business acumen.

What CIM Offers:

At CIM, we believe our success stems from our collective efforts, and we are committed to providing well-rounded support and resources for our employees. In addition to a competitive compensation plan, CIM offers a comprehensive benefits program for employees to thrive both inside and outside of work. Eligible employees can enjoy a wide range of benefits, including:

• A variety of Medical, dental, and vision benefit plans
• Health Savings Account with a generous employer contribution
• Company paid life and disability insurance
• 401(k) savings plan, with company match
• Comprehensive paid time off, including: vacation days, 10 designated holidays, sick time, and bereavement leave
• Up to 16 hours of volunteer time off
• Up to 16 weeks of Paid Parental Leave
• Ongoing professional development programs
• Wellness program, including monthly and quarterly prizes
• And more!

Actual base salary considers several factors including but not limited to geography, job-related knowledge, experience, and budget. The start of the salary range is typically associated with the minimum experience required. At CIM, base pay is one part of the total compensation package. This role is eligible for bonus pay in addition to base salary. The anticipated base salary range for the position in New York, NY is $80,000 - $110,000.

How We Feel About Diversity and Inclusion:

At CIM Group, we believe that the unique perspectives and backgrounds of our employees enhance everything we do. We are committed to fostering an inclusive environment where diversity is not only respected but celebrated. We strive to ensure that our workplace is free from discrimination and harassment, allowing everyone to contribute meaningfully and feel a sense of belonging. As an equal opportunity employer, we strictly prohibit any form of unlawful discrimination and adhere to the laws enforced by the EEOC. Our goal is to provide a safe and supportive environment where all employees can grow and make impactful contributions together.

*Applicants with disabilities may be entitled to reasonable accommodation under the terms of the Americans with Disabilities Act and certain state or local laws. A reasonable accommodation is a change in the way things are normally done which will ensure an equal employment opportunity without imposing undue hardship on CIM Group. Please inform our Talent team if you need any assistance completing any forms or to otherwise participate in the application process.

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CIM does not accept unsolicited resumes from Agencies. Any unsolicited resumes received from Agencies will be considered property of CIM and no fees will be due or paid. If you wish to become an approved Agency with CIM or any of its Affiliates, please contact a member of the CIM Talent Acquisition Team.