Executive Personal Assistant

2 months ago

County Line, United States Juno Search Partners - Open Positions Full time
Job DescriptionJob Description

Our client, a real estate portfolio company, is seeking an Executive Personal Assistant to support the CEO. The Executive Personal Assistant serves under the direction of the CEO to steward and execute high-level administrative work, project coordination, and personal assistant needs. This is a multi-faceted role fit for a candidate who has strong attention to detail, excellent verbal and written communication skills, is a team player, is highly motivated and driven to succeed, has tenacity, is analytical, and has a persuasive personality.

Duties include, but are not limited to:

  • Develop an understanding of the CEO’s priorities and commitments to anticipate their needs and ensure daily productivity

  • Be a gatekeeper to handle communication flow between teams

  • Manage incoming/outgoing emails, calls and inter-office requests; screen callers, take messages, respond to inquiries; keep up to date call log; print emails/attachments of importance

  • Manage complex professional, charitable and personal schedules of calls, meetings, video conferences and appointments to ensure optimal use of time. Populate calendar events based on email correspondence via Inbox/Outbox

  • Manage a heavy travel schedule including daily point-to-point needs with the driver; coordinate travel arrangements for flights (commercial and private), lodging, car service, and restaurant reservations.

  • Manage meetings including greeting guests, preparing conference rooms, arranging for necessary supplies, coordinating food and beverage, and serving as lead host for both high-profile guests and internal team meetings.

  • Perform general administrative duties including rolling calls, printing important documents, maintaining and updating files, handling incoming/outgoing mail, assisting in the preparation of written presentations, and acting as a liaison to guests and employees

  • Ordering breakfast/lunch and picking up if needed

  • Process expense reports and maintain a filing system of paper and electronic documents

  • Coordinate special professional/investor/personal events

  • Household management: manage various tasks as needed for both main and secondary homes

  • Other duties as assigned

Qualifications:

  • Associates / Bachelor’s Degree in Real Estate, Organization Management, Business Administration, or other business academic concentration preferred, but not required

  • Experience in commercial and/or multi-family real estate experience preferred, but not required

  • 7+ years of Executive support experience

  • Demonstrated experience with MS Office

  • Comfort with reading executive level emails and to organize, interpret, guide, direct, and aid the firm’s CEO in his day-to-day communication with co-workers, family members, external third parties i.e. lawyers, lenders, bankers, investors, tenants, employees, etc.

  • Knowledge of shared file drives and ability to organize the same in a sensible, coherent, and logical fashion

  • Ability to author effective email communication to internal and external customers as needed, as directed

  • Ability to Organize and manage assigned projects toward targeted results and completion

  • Initiative-taker who seizes the opportunity to solve problems and self-starts more rather awaiting direction and guidance from management on routine projects that arise from time to time

  • Strong work ethic who operates with an unquestioned degree of honor, integrity, confidentiality, and commitment to get the job done.

  • Recognition of one’s own skill set deficiency as the position evolves and desire to voluntarily request training, guidance, knowledge to fully meet the demands of the position.

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