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Executive Assistant to CEO at RE Development Firm
2 months ago
A privately held commercial and residential real estate investment and development company with a distinguished and reputation that has been in business for 50 years, is looking for an Executive Assistant to the CEO. The company has a large complex in the Bronx near the Hutchinson River Parkway. There is a gym, parking and cafés onsite. The culture is warm and family oriented.
About the Job:
Coordinate multiple conference calls.
Heavy Outlook calendar tasks, i.e, complex meetings, appointments, etc.
Screen incoming calls and voicemails.
Make appointments and calls maintain calendars.
CRM tracking of meetings, relationships, and contacts.
Draft, edit and proofread documents, including cover letters, memos, fax transmittals, emails, etc.
Interface with lobbyists
Handle all incoming and outgoing mail, faxes and other correspondence.
Handle all incoming documents for Owners’ signature from all departments.
Coordinate all personal and corporate charity responsibilities and board of director responsibilities.
Maintain Owners’ filing system.
Fill out expense reports.
Reconcile credit card bills and receipts.
Obtain special permits.
Monitor night messages, security cameras daily and manage door lock protocols when necessary.
Assist in the planning of employee engagement events.
Coordinate the sending of holiday gifts and cards.
Maintain conference room scheduling calendar.
Organize and maintain agreements/leases and contracts for office products, business organizations, memberships and publications.
Maintain cost spreadsheet for Simone stationery; order business and holiday cards.
Pay for office purchases.
Schedule A/R and Project Meetings.
Organize all charity and sponsorship events. Including: processing check requests, creating guest lists, follow up with attendees, W-9 forms, journal ads, soliciting and following up on donation requests, etc.
Coordinate PR efforts. i.e., monthly meetings with consultants and continuous communication re: press releases for new personnel, assisting with speech writing, fundraisers, new lease deals, acquisitions, development, etc., interviews with Owner regarding projects from various trade publications including Westchester County Business Journal, The Journal News, The Daily News, Real Estate New York Magazine, The New York Times, etc.
Assist in keeping the Simone Development website up-to-date.
Track dates related to unique family matters.
Carry out various miscellaneous tasks, both business and personal.
Maintain records for company vehicles and EZ Passes,
Obtain insurance ID cards for vehicles and provide necessary information to dealership when a new vehicle is purchased.
There is some minimal support for the CFO-maintain banking and mortgage broker relationships and processes family Banking
About You:
Minimum of 8 years of experience in a related support position
BA/BS from a college or university a plus
Excellent Microsoft Office skills (Word, Excel, PowerPoint and Outlook)
Dynamic and proactive comfortable in a fast-paced environment.
Polished, professional demeanor
Proactive go-getter; no task is too big or too small
Outstanding communication skills
Benefits (medical, dental, vision), 401K, Tuition Reimbursement, Free Parking,
Hours: 9-6
