Executive Personal Assistant

3 weeks ago


Dallas, United States Davidson Bogel Real Estate Full time

To professionally support the Urban Partners in all aspects of their personal and daily work lives.  


Responsibilities

  1. SCHEDULING  
  • DAILY COORDINATION OF PARTNERS SCHEDULES 
  • SCHEDULING AND RE-SCHEDULING MEETINGS THROUGHOUT THE DAY 
  • COORDINATING WITH RECEPTIONIST ABOUT THE CONFERENCE ROOM SCHEDULE  
  • COMMUNICATION WITH MEETING PARTICIPANTS (CLIENTS, BROKERS) ABOUT MEETING CHANGES 
  • TRAVEL 
  • BOOKING FLIGHTS, HOTEL, TRANSPORTATION TO AND FROM AIRPORTS 
  • MEAL RESERVATIONS 
  • EVENT COORDINATION 
  • PERSONAL TRAVEL – BOOK EXCURSIONS 
  • CREATING ITINERARY/AGENDA 
  1. ADMINISTRATIVE SUPPORT TO PARTNERS 
  • PROVIDING FULL SUPPORT TO THE PARTNERS FOR VARIOUS NEEDS (I.E. SCANNING, FILING, EMAIL, PERSONAL ITEMS AS NEEDED) 
  • FACILITATING AND DELEGATING TASKS AS NEEDED 
  • ATTENDING MEETINGS TO TAKE NOTES 
  • CHECK VOICEMAIL INBOXES AND TRANSCRIBE MESSAGES TO PARTNERS 
  • PROACTIVELY ANTICIPATING THE NEEDS OF THE PARTNERS AND ADDRESSING THEM 
  • FACILITATING AND MAINTAINING RELATIONSHIPS WITH CLIENTS 
  • RUNNING ERRANDS FOR PARTNERS – LUNCH, DRY CLEANING, ETC. 
  • ORGANIZE INCOMING MAIL, PAY BILLS, FILE APPROPRIATELY 
  1. ADMINISTRATIVE SUPPORT FOR OFFICE 
  • PROVIDE BACKUP COVERAGE FOR THE FRONT DESK DAILY DURING THE RECEPTIONIST'S LUNCH BREAK AND PERIODICALLY WHEN THE RECEPTIONIST IS OUT OF THE OFFICE
  • PARTICIPATE IN ADMIN TEAM MEETINGS ONCE A MONTH AND QUARTERLY GOAL SETTING MEETINGS 
  • HELP COORDINATE COMPANY EVENTS AND SPONSORSHIPS 
  1. FILE MANAGEMENT 
  • MAINTAIN ALL PERSONAL RECORDS FOR PARTNERS 
  • MANAGE AND UPDATE TEAM CONTACTS AND/OR DATABASES 
  • MAINTAINING CONTACT RECORDS IN MAIL AND PHONE 
  • HELP ORGANIZE AND TRACK INVESTMENT PORTFOLIOS 


Qualifications

  • SOME COLLEGE OR COLLEGE DEGREE PREFERRED 
  • 2-3 YEARS EXECUTIVE ASSISTANT EXPERIENCE 
  • POSITIVE ATTITUDE 
  • ABLE TO WORK OUTSIDE OF NORMAL HOURS 
  • HIGHLY COMPUTER LITERATE 
  • COMPETENT WITH WORD, EXCEL, ADOBE, OUTLOOK, GMAIL 


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