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Senior Executive Assistant

2 months ago

Lansing, United States Gillespie Group Full time

At Gillespie Group, we’re making big moves in the real estate industry to grow communities and strengthen relationships. The Senior Executive Assistant will play a critical role in supporting the President & COO and executive team in achieving the company's strategic objectives. This position requires a highly organized, proactive, and detail-oriented individual who can manage multiple priorities and work effectively in a fast-paced environment. 

A successful Senior Executive Assistant should excel in team collaboration, fostering a collaborative environment, and continuously improving processes. They should bring innovative ideas, thrive in dynamic environments, and find satisfaction in achieving goals. Mastering logistics, they manage complex calendars, predict and resolve conflicts, schedule meetings, prepare meeting materials, and identify top priorities. They lend their expertise in helping their executives, balance professional and personal commitments, ensuring attention to the most important workday in and day out. Additionally, they must enjoy and excel at leading and coaching a team, ensuring that everyone is aligned and working towards common objectives. 


Reports To: President & COO 

Supervises: Administrative Team:  

(2) Executive Assistants, (1) Office Assistant, (1) Front Office Coordinator  

Compensation: Salary/Exempt 


Gillespie Group requires background and drug screening as a condition of employment. A valid driving license, reliable transportation, and current automobile insurance are required. The position requires individuals to furnish their own vehicle to fulfill all the job’s functions. 


CORE VALUES: 

  • Positive Team Player 
  • Creative Solution Oriented 
  • Industrious 
  • Knowledgeable 
  • Trustworthy 

RESPONSIBILITIES & PROJECTS: 

  • Strategic Planning: Assist the President & COO in developing and implementing the company's strategic plan. Provide insights and recommendations to support decision-making. 
  • Project Management: Oversee and manage key projects and initiatives, ensuring they are completed on time and within budget. Coordinate cross-functional teams to achieve project goals. 
  • Communication: Serve as a liaison between the President & COO and other executives, employees, and external stakeholders. Ensure effective communication and alignment across the organization. 
  • Operational Efficiency: Identify opportunities to improve operational processes and workflows. Implement best practices to enhance efficiency and productivity. 
  • Meeting Coordination: Plan and coordinate executive meetings, including preparing agendas, materials, and follow-up actions. Ensure meetings are productive and aligned with strategic priorities. 
  • Confidentiality: Handle sensitive and confidential information with the utmost discretion and professionalism. 
  • Team Leadership: Provide leadership to the administrative team and support the executive team and other staff members. Foster a positive and collaborative work environment. 
  • 5-Star Customer Service: Ensure all interactions and services the team provides meet the GG 5-Star standards. This includes fostering open communication and a positive attitude, transforming the ordinary into the extraordinary, and creating an environment where productivity thrives and success is inevitable. 

 

PREFERRED ATTRIBUTES: 

  • Leadership and Team Management 
  • Effective Communication and Interpersonal Skills 
  • Strategic Planning and Organizational Development 
  • Problem-Solving and Decision-Making 
  • Conflict Resolution and Negotiation 
  • Time Management and Prioritization 
  • Emotional Intelligence and Empathy 
  • Stakeholder Engagement and Relationship Building 
  • Critical Thinking and Analytical Skills 
  • Financial Management and Budgeting 
  • Business Process Improvement and Workflow Optimization 
  • Home Office Presentation & Space Management  
  • Procurement and Contract Negotiation 

QUALIFICATIONS: 

  • Bachelor’s degree in business administration, Management, or a related field. MBA preferred. 
  • Proven experience in a similar role, preferably in a fast-paced and dynamic environment. 
  • Strong organizational and project management skills. 
  • Excellent communication and interpersonal skills. 
  • Ability to work independently and manage multiple priorities. 
  • High level of discretion and professionalism. 
  • Proficiency in Microsoft Office Suite and project management tools. 

MINIMUM PHYSICAL ACTIVITY: 

  • Physical activity that often requires keyboarding, sitting, phone work and/or filing 
  • Physical activity that often requires extensive time working on a computer 
  • Physical activity that often requires lifting under 25 lbs. 
  • Physical activity that sometimes requires travel by car 
  • Physical activity that sometimes requires bending, stooping, reaching, climbing, kneeling and/or twisting 
  • Specific vision abilities required include close vision, depth perception, and the ability to adjust and focus. Must hear and speak well enough to conduct business over the telephone or face-to-face (in English) for extended periods of time. 

MINIMUM ENVIRONMENTAL EXPECTATIONS: 

  • This position will require working indoors.  
  • This is an In Person role and will report to the office for work