Executive Assistant

Overview

Executive assistant handling admin, travel, and event support for senior transaction teams.

Key Responsibilities

• deal administration
• data reporting
• database management
• event coordination
• travel logistics
• expense management

Tasks

-Proactively manage end-to-end deal administration process, including coordinating closing dinners, arranging event related items such promotional materials, wine distribution, etc. -Support transaction and deal team by managing and organizing internal database, assisting with deal marketing process, ensuring timely distribution of marketing materials, performing data reporting using Eastdil Secured proprietary applications, and coordinating with internal and external counsel as needed -Completes personal requests as needed (personal travel, errands, etc.) -Assist in editing, formatting, and printing presentations and documents using Power Point, Word, Excel and PDF -Provide occasional back-up support to other Executive Assistants, including supporting the transaction process, and collaborate with support teams across multiple offices -Own “Gateway” role: communicating with broader team constantly to increase efficiency. Establish and implement team scheduling best practices by leveraging ES software and applications. -Provide administrative support to transaction professionals with complex needs, including travel, itineraries and agendas and meeting calendars -Track key milestones, including budget, attendee management, risk management, as well as venue, transportation, and accommodation confirmation -Act as onsite coordinator day-of to ensure seamless event delivery -Plan, coordinate, and ensure meetings are scheduled, rescheduled, or prioritized based on business needs -Proactively submit Gift & Entertainment approvals according to policy -Works closely with transaction professionals to keep them well informed of upcoming commitments and responsibilities, following up appropriately. -Lead the planning and execution process for internal & external events on behalf of the team and supporting other events as needed (closing dinners, small happy hours, golf outings, etc.) that require both short-term & long-term planning and strong project management skills -Acts as a “barometer”: having a sense for the issues taking place in the environment and keeping the team updated as needed -Provide executive deal administrative support as needed to transaction professionals and deal team -Completes a broad variety of administrative tasks in addition to managing time and travel, including tracking expenses, completing & submitting expense reports within required deadlines, composing, and preparing correspondence, processing charitable contribution requests, and managing client gifts and entertainment, in accordance with gift and entertainment policies and procedures

Requirements

• ms office
• teams
• zoom
• concur
• bachelor’s
• 5 years

What You Bring

Eastdil Secured will not sponsor visas for these positions and will not hire individuals whose work eligibility is based on, for example, F-1 or other student visa status. In addition, not only must candidates be able to work in the United States without sponsorship when hired, they must maintain the ability to work in the U.S. without sponsorship throughout their employment. At Eastdil Secured, we seek individuals who have the expertise, integrity and dedication needed to drive meaningful impact for our clients. We hire and advance based on merit and actively engage talent with diverse backgrounds and perspectives, fostering a culture of creativity and innovation throughout our company. -Experience coordinating complex calendars & managing expenses for multiple team members -Proven ability to exercise discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response -Expert level written and verbal communication skills -Forward looking thinker, who actively seeks opportunities and proposes solutions -Apple device required for remote connectivity -Strong interpersonal skills and the ability to build relationships across the broader team and the firm -Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment -Tech-savvy and excellent computer skills. Proficient in MS Office (Outlook, Excel, Word, and PowerPoint), Microsoft TEAMS and Zoom. -Bachelor’s Degree, preferred -Very strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail -Emotional maturity -Successfully completes all aspects of deliverables with a proactive, hands-on, solutions-oriented approach -5+ years of experience in a corporate environment working with senior-level executives -Demonstrated proactive approaches to problem-solving with strong decision-making capability -Concur expense management and travel booking experience a plus -Highly resourceful team-player, with the ability to also be extremely effective independently

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About Eastdil Secured

-Delivers high-stakes advisory across mergers & acquisitions, debt placement, loan sales, property transactions and structured credit on a global scale. -Specializes in niche asset sectors—from data centers and life sciences to manufactured housing, hospitality, logistics, self-storage and student housing. -Maintains a reputation as a top-tier, investment-bank style advisor and broker, noted for designing compelling marketing packages and accessing deep global capital. -Its deal history spans trophy office towers, luxury multifamily, premier retail, resorts and cutting-edge R&D campuses.

Sector Specialisms

Visa Sponsorship

-no visa sponsorship will be provided; candidates must be eligible to work in the u.s. without sponsorship.