Executive Assistant

Start Date

Immediate

Location

New York, NY

Description

The Executive Assistant is responsible for providing confidential executive level support. This position demonstrates a high degree of professionalism, communication, initiative and independence. The Executive Assistant is the right-hand person acting as a resource to simplify, organize, and focus time and activities. Prompt communication and attention, multi-tasking, and attention to detail are key to the success of this role.

Responsibilities

  • Monitor schedules and actively protect their time
  • Filter out issues that don’t require the executives specialized attention
  • Keep the executives on track with priorities, strategies, and goals
  • Respond, troubleshoot and prevent problems
  • Handle and coordinate a wide variety of administrative, project-based, personal and sometimes complex tasks
  • Regularly communicate with the team and monitor delegation of tasks
  • Act as an information resource
  • Manage multiple projects simultaneously, delegate, carry out necessary research and follow through on tasks in a timely manner
  • Orchestrate strategic work to assist the executives with priorities
  • Actively manage the executives calendar day to day; communicate with them in regard to their schedules
  • Coordinate meetings, events, travel and reservations
  • Monitor, filter and respond to all incoming and outgoing email, phone and written communications; monitor all necessary follow up; communicate on behalf of the executive
  • Ensure the executives are adequately prepared for meetings by providing research and needed background information
  • Review, filter and summarize miscellaneous reports and communications for the executives
  • Liaise with executive management, company vendors, and crucial team members on behalf of the Executives
  • Handle confidential information
  • Record, transcribe and distribute minutes of meetings
  • Handle the executive’s daily requests
  • Assist in preparing presentation and marketing materials
  • Handle all other duties as assigned

Qualifications

  • Excellent work ethic, including integrity, positive attitude, productive, gives 100%, organized, team player, treats leadership with respect, excellent attendance, continuously learning and focused
  • Excellent communication skills including the ability to listen
  • Confidence, maturity, clarity of thought and alertness
  • A high level of professionalism and confidentiality
  • The ability to multitask, assess what is most important and exercise time management skills
  • The ability to work independently with little or no supervision
  • Strong decision-making ability and critical thinking
  • Experience in handling a wide range of administrative and executive support related tasks
  • Expert level written and verbal communication skills
  • A friendly, personable, approachable and caring personality

Experience & Education

  • Commercial Real Estate industry experience a plus
  • 3+ years of administrative experience preferred

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