Executive Administrative Assistant Real Estate

2 days ago

Albany, New York, United States Gordon Management Full time

Benefits:

  • Health insurance
  • Opportunity for advancement
  • Paid time off
  • Training & development

**Job Title: Administrative Assistant to CEO and President – Real Estate Development Firm**

**Job Summary:**

We are seeking a highly organized, detail-oriented, and proactive Administrative Assistant to provide dedicated support to the CEO and President of our fast-paced real estate development firm. This role is critical to ensuring seamless operations, managing complex schedules, and facilitating high-level communications in a dynamic, deadline-driven environment. The ideal candidate thrives under pressure, excels at multitasking, and has a strong understanding of real estate development processes.

**Key Responsibilities:**

  • Manage the CEO and President's calendars, scheduling meetings, appointments, with precision and flexibility.
  • Coordinate high-level meetings, including preparing agendas, presentations, and materials, and taking detailed minutes.
  • Serve as the primary point of contact for internal and external stakeholders, including clients, contractors, and government officials.
  • Handle confidential correspondence, draft emails, reports, and proposals, ensuring accuracy and professionalism.
  • Assist with project coordination by tracking timelines, deliverables, and communications for real estate development projects.
  • Maintain and organize critical documents, such as contracts, permits, financial reports, and development plans.
  • Support the CEO and President in preparing for board meetings, investor presentations, and industry events.
  • Manage expense reports, budgets, and reimbursements for executive activities.
  • Monitor and prioritize incoming communications, flagging urgent items and ensuring timely follow-ups.
  • Assist with light research on market trends, zoning regulations, or potential development opportunities as needed.
  • Handle ad-hoc tasks and special projects as directed by the CEO and President in a fast-moving environment.

**Qualifications:**

  • Bachelor's degree or equivalent experience; 2+ years of administrative experience, preferably supporting C-suite executives.
  • Experience in real estate development, construction, or a related field is highly preferred.
  • Exceptional organizational and time-management skills, with a proven ability to thrive in a fast-paced setting.
  • Proficiency in Microsoft Office Suite, Google and real estate tools
  • Strong written and verbal communication skills, with a professional and polished demeanor.
  • Ability to handle sensitive information with discretion and maintain confidentiality.
  • Quick learner with adaptability to shifting priorities and tight deadlines.
  • Knowledge of real estate development processes, terminology, or regulations is a plus.
  • High energy, initiative, and a problem-solving mindset.

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