Executive Assistant

Executive Assistant to the CEO & Office Administrator

Job Description

The Executive Assistant to the CEO and Office Administrator plays a pivotal role in supporting the executive leadership team and ensuring smooth operations. This multifaceted position combines traditional office administration duties with executive assistance to the CEO. The successful candidate will provide critical administrative support, manage office operations, and facilitate effective communication between various departments, clients, and stakeholders.

Role and Responsibilities

• Executive Assistant to the CEO:

  • Manage the CEO's calendar, schedule appointments, and coordinate meetings.

  • Prepare and edit correspondence, reports, and presentations for the CEO.

  • Assist in research and preparation for important business decisions.

  • Handle confidential information with discretion and professionalism.

  • Act as a gatekeeper, filtering and directing communication to the CEO appropriately.

  • Schedule and coordinate travel arrangements for the CEO (or other executives as needed), including flights, accommodations, and itineraries

  • Assist in managing expenses, receipts, and financial records for the CEO

• Office Administration:

  • Provide support to office staff in a general capacity, but specifically to members of the executive leadership team.

  • Oversee office supplies and equipment, ensuring availability and functionality.

  • Manage office logistics, including maintenance, repairs, and cleanliness.

  • Organize and maintain electronic and physical filing systems.

  • Assist in the development and implementation of office policies and procedures.

  • Supervise the office porter to ensure efficiency in duties and completion of tasks assigned.

  • Plan and execute the Company’s annual employee retreat/team building exercise, holiday party, celebration of employee birthdays or other milestones, and prepare budgets associated with all such activities.

  • Manage certain corporate budgeted expenses, specifically office supply budget, corporate sponsorships.

  • Coordinate with the finance department for budget tracking and reporting.

  • Coordinate travel arrangements, including flights, accommodations, and itineraries.

  • Arrange and prepare materials for team meetings, conferences, and events.

• Social/Web Media Management:

• Manage and post content for all properties highlighting new tenants or events.

• Manage marketing consultants to ensure websites stay up to date and accurate.

• Flag or identify content for CEO or external communications efforts for publishing

Qualifications and Education Requirements

• Prefer Bachelor's degree in Business Administration, Management, or a related field.

• Proven experience (3+ years) in office administration and executive support roles.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.

• Excellent organizational and multitasking skills.

• Strong verbal and written communication abilities.

• Ability to handle sensitive and confidential information with discretion.

• Detail-oriented and proactive problem-solving skills.

• Exceptional time management and prioritization skills.

• Knowledge of basic financial principles.

• Familiarity with all Social Media Platforms (Instagram, Facebook, LinkedIn)

Preferred Skills & Experience

• Prior experience in the real estate or construction industry.

• Experience with project management or coordination.

• Familiarity with real estate development and construction terminology.

• Experience using project management and collaboration tools (e.g., Planner).

• Previous experience working in a fast-paced, dynamic environment.

• Additional certifications in office administration or executive assistance.