Executive Assistant

Description

• Perform clerical duties to include photocopying, mailing and scanning documents.
• Create and maintain filing system and efficient information retrieval system.
• Full calendar management and meeting coordination for internal stakeholders and external clients
• Prepare and execute expense reports on a regular and timely basis.
• Keep track of license renewals, subscriptions and memberships.
• It is expected that the assistant will have direct contact with some of the brokers representing prospects and will request updates from them.
• Responsible for being a liaison to internal departments on behalf of an executive i.e. Research, Marketing, Finance, etc, for client requests.
• Manage process of distribution, list updates and activity reporting.
• Prepare market surveys, tour books, summaries, stacking plans and other relevant documents as needed.
• Coordinate travel arrangements.
• Assist team with preparing and updating client-specific reports.
• Work with Costar, as well as other databases to maintain accurate listing/brokerage information.
• Provide support to team in technology applications- Adobe/PDF, MS Office applications and other company supported programs.
• Produce timely and accurate of documents (reports, memos, proposals, charts, agreements, PowerPoint presentations, including red lining.

Requirements

• Demonstrated ability to handle confidential information with the upmost discretion and professionalism.
• Superior time management skills, adept at juggling multiple high-priority tasks while maintaining meticulous attention to detail.
• BA in business administration, communications or a related field preferred.
• Expert proficiency in Microsoft Office Suite, particularly Excel, Word, PowerPoint and Outlook, with the ability to leverage these tools to enhance executive productivity and experience with red lining.
• Highly motivated professional, excelling in fast paced environments and capable of managing multiple competing priorities efficiently.
• Excellent written and verbal communication skills wit the ability to interact effectively with all levels of management, clients, and external partners.
• Exceptional adaptability, thriving in a dynamic environment and easily adjusting to changing priorities and diverse stakeholder needs,
• Quick learner with a natural curiosity, able to grasp new concepts rapidly and apply them effectively in support of executive functions.
• Prompt and consistent attendance as required by the job.
• Strong initiative and self-motivation, capable of anticipating needs and independently managing complex projects from conception to completion.
• Meticulous attention to detail in all aspects of work, ensuring flawless execution of executive-level tasks and projects.
• Minimum 5-7 years of experience supporting administration at the executive level.

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance