Executive Assistant

Job Description

Job Description

We are looking for an experienced Executive Assistant to support senior transaction professionals within a fast-paced real estate environment. This long-term contract position requires someone who can manage shifting priorities, maintain strong communication across teams, and provide seamless administrative, deal, and event coordination support. The ideal candidate brings sound judgment, exceptional organization, and the ability to anticipate needs while handling sensitive matters with professionalism.

Responsibilities: • Manage complex executive calendars, coordinate domestic and international travel, and prepare detailed itineraries, agendas, and meeting plans to keep business activities running smoothly. • Maintain close alignment with transaction professionals by monitoring upcoming deadlines, commitments, and priority changes, ensuring leaders are consistently prepared for what is ahead. • Serve as a central communication point for the broader team, helping streamline coordination, share timely updates, and improve overall operational efficiency. • Organize meetings from start to finish, including scheduling, rescheduling, prioritization, logistics, and follow-up based on changing business demands. • Handle a wide range of administrative activities such as expense tracking, report submission, correspondence preparation, client gifting coordination, and charitable request processing in line with company policies. • Support presentation and document preparation by editing, formatting, and producing high-quality materials using Microsoft PowerPoint, Word, Excel, and other business applications. • Provide administrative support for transaction activity by maintaining internal databases, assisting with marketing materials, generating reports, and coordinating with internal stakeholders and external legal partners. • Oversee deal-related logistics and event coordination, including closing dinners and client gatherings, while managing budgets, attendee details, approvals, venues, transportation, and on-site execution. • Offer backup assistance to other executive support staff and collaborate with teams across multiple offices to ensure continuity of service and timely completion of deliverables.

** If you're interested in this position, please apply to this position and contact Michaela Stauber at michaela.stauber- at - roberthalf - .com with your word resume and reference job ID#00410-0013508919** • At least 5 years of experience providing executive-level administrative support in a corporate setting, preferably supporting senior leaders. • Experience supporting 5+ executives at once. • Strong ability to manage calendars, travel arrangements, meetings, and multiple high-priority tasks with excellent attention to detail. • Demonstrated written and verbal communication skills, with the ability to interact effectively across teams and with external contacts. • Proven organizational and project coordination skills in a fast-paced environment with changing priorities and firm deadlines. • Sound judgment, professionalism, and discretion when handling confidential information and sensitive business matters. • Proficiency with Microsoft Office applications, particularly PowerPoint, Word, and Excel. • Ability to work both independently and collaboratively, using a proactive and solution-focused approach to problem-solving. • Bachelor’s degree preferred.

** If you're interested in this position, please apply to this position and contact Michaela Stauber at michaela.stauber- at - roberthalf - .com with your word resume and reference job ID#00410-0013508919**