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Administrative Assistant to CEO
3 months ago
The Administrative Assistant to the CEO will provide high-level administrative support with a focus on back-office functions such as bookkeeping, human resources, and general office management. The ideal candidate will be highly organized, detail-oriented, and capable of handling multiple tasks simultaneously in the real estate development and hospitality sectors.
Key Responsibilities:
Executive Support:
- Manage and maintain the CEO’s calendar, including scheduling meetings, appointments, and travel arrangements.
- Coordinate and prepare for executive meetings, including creating agendas, taking minutes, and distributing follow-up materials.
- Act as a liaison between the CEO and internal/external stakeholders, ensuring smooth communication and handling confidential information with discretion.
Bookkeeping:
- Manage accounts payable and receivable, ensuring timely processing of invoices and payments.
- Periodically verify bank statements and financial records processed by third party accounting company.
- Assist with budget preparation and financial reporting by direction of CEO.
- Coordinate with external accountants for audits and tax filings by direction of CEO.
Human Resources Support:
- Assist the property leaders in HR-related paperwork, including employee onboarding, offboarding, and maintaining personnel records.
- Assist the property leaders in the recruitment process by posting job openings and scheduling interviews.
- Assist the property leaders in employee benefits administration and ensure compliance with relevant labor laws.
- Process Workers Comp., Unemployment, Child Support etc. paperwork.
- Periodically coordinate with COO on payroll processing and address employee inquiries related to HR matters.
Administrative Duties:
- Handle incoming and outgoing correspondence, including emails, letters, and phone calls by direction of CEO.
- Organize and maintain the CEO’s files and documents, both physical and electronic.
Special Projects:
- Assist the CEO with special projects as needed, including research, data analysis, and project management.
- Coordinate company events, meetings, and conferences as required by direction of CEO.
Qualifications:
- Education: Bachelor’s degree in Business Administration, Accounting, Human Resources, or a related field preferred.
- Experience: Minimum of 5 years of administrative support experience, preferably in real estate development and/or the hospitality industry.
- Skills:
- Excellent organizational and time-management skills.
- Strong written and verbal communication skills.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Experience with bookkeeping software (e.g., QuickBooks) and HR management systems.
- Ability to multitask and prioritize effectively in a fast-paced environment.
- Discretion and confidentiality in handling sensitive information.
- Knowledge of real estate and hospitality industry terminology and processes.
Competencies:
- Attention to Detail: Ensures accuracy in documentation and data management.
- Problem-Solving: Identifies issues and provides effective solutions.
- Interpersonal Skills: Builds and maintains positive relationships with colleagues, clients, and stakeholders.
- Adaptability: Adjusts to changing priorities and handles multiple tasks simultaneously.
- Proactivity: Takes initiative and anticipates the needs of the CEO.
Work Environment:
- This role primarily operates in a professional office environment. Some travel may be required to attend meetings or visit project sites.