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Executive Assistant

2 months ago

West Hollywood, United States Luxury Real Estate Firm Full time $25 - $30
Job DescriptionJob Description

We are seeking a highly organized and personable Front Desk Receptionist & Personal Assistant to support our CEO and ensure the smooth operation of our front office.

Job Description:

As the Front Desk Receptionist & Personal Assistant to the CEO, you will be the first point of contact for clients and visitors, providing a warm and professional welcome. In addition to managing the front desk responsibilities, you will also support the CEO with personal and administrative tasks, including running errands, handling returns, and managing the CEO’s schedule.

 

Key Responsibilities:

Front Desk Duties:

  • Greet and welcome clients, visitors, and vendors with a friendly and professional demeanor.
  • Answer and direct incoming calls, taking messages as needed.
  • Manage the reception area, ensuring it is clean, organized, and presentable at all times.
  • Handle incoming and outgoing mail, packages, and deliveries.
  • Assist with general administrative tasks such as filing, scanning, and copying documents.
  • Maintain and order office supplies, ensuring the front office is fully stocked.
  • Coordinate with building management and vendors for office maintenance and repairs.
  • Assist GM with check deposits
  • Schedule and prepare conference rooms for meetings, including arranging refreshments if needed.
  • Assist with the preparation and distribution of company communications and materials.

Personal Assistant to the CEO Duties:

  • Manage and organize the CEO’s daily schedule, including arranging appointments, meetings, and travel plans.
  • Run personal errands for the CEO, such as handling returns, shopping, and picking up items.
  • Coordinate and manage the CEO’s personal and business calendar, ensuring no scheduling conflicts.
  • Assist with personal tasks, such as booking reservations, managing correspondence, and coordinating with household staff.
  • Handle confidential information with the utmost discretion and professionalism.
  • Assist in the preparation of presentations, reports, and other documents as needed.
  • Liaise with clients, partners, and other stakeholders on behalf of the CEO.
  • Perform other duties as assigned to support the CEO and executive team.

Qualifications:

  • High school diploma or equivalent; a bachelor’s degree is preferred.
  • 2+ years of experience in a similar role, preferably within a luxury or high-end environment.
  • Strong organizational skills with the ability to multitask and prioritize effectively.
  • Excellent communication skills, both written and verbal.
  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and comfortable with technology.
  • Professional appearance and demeanor, with a strong sense of discretion and confidentiality.
  • Ability to work independently and as part of a team, with a proactive and positive attitude.
  • Valid driver’s license and reliable transportation for running errands.
  • Familiarity with the luxury real estate industry is a plus.