Executive Assistant to Chief Executive Officer

4 weeks ago

San Francisco, United States Structure Properties Full time

Job Title: Executive Assistant to the CEO


Company Overview:

We are a diversified group of companies led by a visionary CEO who oversees a wide array of ventures spanning property management, real estate investment, software development, and hospitality. Our portfolio includes two property management firms, a real estate investment company, two innovative software companies focused on real estate technology, a ranch venue for weekend weddings, and two bars nestled in San Francisco's neighborhoods.


Position Overview:

We are seeking an experienced and dedicated Executive Assistant to provide comprehensive support to our CEO across all facets of our business operations. The ideal candidate will possess outstanding organizational skills, impeccable attention to detail, and the ability to navigate complex and dynamic environments with ease. This pivotal role requires a proactive individual who can anticipate the CEO's needs, uphold the highest level of confidentiality, and facilitate seamless communication and coordination within our executive team. 


Responsibilities:

Executive Support:

  • Manage the CEO's complex and ever-changing calendar, scheduling appointments, meetings, and travel arrangements with precision and efficiency.
  • Screen and prioritize incoming communications, including emails, phone calls, and correspondence, responding on behalf of the CEO or redirecting inquiries as necessary.
  • Prepare briefing materials, agendas, and presentations for meetings and engagements, ensuring the CEO is well-informed and prepared for all interactions.
  • Accompany the CEO to meetings, taking detailed minutes, tracking action items, and following up on outstanding tasks to ensure timely resolution.

Administrative Management:

  • Oversee the CEO's administrative workflow, tracking deadlines, priorities, and deliverables to ensure optimal productivity and time management.
  • Review and edit documents, contracts, and agreements for accuracy and completeness, flagging any discrepancies or areas of concern for further review.
  • Maintain organized electronic and physical filing systems, archiving documents and records in accordance with company policies and regulatory requirements.
  • Assist with special projects, research initiatives, and ad hoc assignments as directed by the CEO, demonstrating flexibility and adaptability to evolving priorities.

Communication and Liaison

  • Serve as a primary point of contact for internal and external stakeholders, representing the CEO's office with professionalism, discretion, and diplomacy.
  • Facilitate communication between the CEO and key stakeholders, including senior executives, clients, partners, and investors, ensuring timely and accurate dissemination of information.
  • Coordinate logistics for executive meetings, events, and conferences, managing invitations, RSVPs, and accommodations as needed.

Strategic Support:

  • Provide strategic support to the CEO, conducting research, analyzing data, and preparing reports to inform decision-making and drive business initiatives.
  • Collaborate with other members of the executive team to align priorities, initiatives, and resources across the organization, fostering a cohesive and integrated approach to leadership.


Qualifications:

Bachelor's degree in business administration, communications, or a related field.

Proven experience as an Executive Assistant or similar role supporting C-level executives in a dynamic and fast-paced environment.

Exceptional organizational skills and attention to detail, with the ability to manage multiple tasks and priorities simultaneously.

Strong written and verbal communication skills, with the ability to draft professional correspondence and articulate complex concepts with clarity and precision.

Demonstrated ability to maintain confidentiality and handle sensitive information with discretion and professionalism.

Proficiency in Microsoft Office suite, calendar management software, and other productivity tools; experience with contract review and document preparation is desirable.

Strong interpersonal skills and the ability to build relationships and collaborate effectively with colleagues at all levels of the organization.

Self-motivated and proactive with a demonstrated ability to anticipate needs, exercise good judgment, and take initiative to drive results.

Flexibility to adapt to changing priorities and deadlines, with a commitment to delivering high-quality work under pressure.


Benefits:

Competitive salary commensurate with experience

Comprehensive benefits package including medical, dental, and vision coverage

Generous paid time off and company holidays

Opportunities for professional development and career advancement

Collaborative and supportive work environment within a dynamic and growing company


How to Apply:

If you are a seasoned executive support professional with a passion for excellence and a track record of success in a dynamic business environment, we invite you to apply for this exciting opportunity. Please submit your resume and a cover letter outlining your relevant experience and qualifications, along with any additional information that sets you apart as a top candidate for this role to mfranklin@structureproperties.com. In-office position, no remote or hybrid employees. 


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