The Executive Assistant will provide top-level administrative support to the President. The position is required to be engaged, diligent, proactive, high energy, adaptive, and an excellent communicator. The Executive Assistant will be primarily responsible for managing the schedule, travel plans, client relations, follow-ups, events, and will be tasked with optimizing the President’s filing systems. The position will be required to attend all appropriate events with the President and complete all tasks necessary to keep the President organized and on schedule.
Executive Assistant Duties:
Serve as the primary point of contact for the office of the President; managing schedules, preventing interruptions, ensuring meeting preparation, responding to customers, clients, staff as needed.
Create and maintain filing systems for the President.
Manage complex scheduling, including arranging accommodations and travel, managing itineraries, and setting up internal meetings as well as various outside meetings.
Closely monitor the President’s schedule at all times keeping him organized. Reschedule as needed.
Write and distribute email, correspondence memos, letters, faxes and forms as necessary on behalf of the President. Exceptional writing skills are required.
Assist in maintaining office policies and procedures.
Maintain contact lists for relationship management.
Work to further educate yourself on the real estate industry.
Prepare meeting rooms for President meetings prior to their start.
Make sure staff are prepped for meetings with the President.
Monitor all incoming email and phone communications for the President, responding where appropriate.
Conduct research on new clients associated with the President. Provide brief write-ups to the President.
Put together and submit the President’s reimbursement reports.
Manage President’s RE licenses. Make sure they always remain active.
Arrange transportation or provide transportation as needed for the President.
Proactively manage external communications like thank you letters, invitations, gifts, etc.
Personal Assistant Duties:
Keep track of checks the President writes or receives.
Schedule vendors as needed for the President’s personal affairs. This includes but is not limited to ensuring care for the President’s pets is confirmed when the President is traveling, arranging for cleaning to be done in the President’s personal residence, and arranging vendors for home improvement projects.
Monitor and manage the President’s personal insurance policies, recurring payments, and expense reports.
Make reservations for personal dining and travel as needed.
Manage doctors, dentist, and other scheduling needs.
Anything else reasonably requested by the President.
Exceptional communication, writing, time management, interpersonal and organizational skills.
Ability and willingness to travel when necessary.
Ability to be flexible with the working environment and learn quickly.
Knowledge of G Suite functionality and ability to learn modern office technology and computer software.
Adherence to deadlines and professional discretion with personal and confidential information.
Analytical skills and extremely good attention to detail.
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