Overview and Purpose: We are a leading real estate development and general contracting company seeking an experienced and dedicated Senior Executive Assistant to President/CEO to provide comprehensive support to our President/CEO and some support to other senior leaders of the Company. This pivotal role requires a high level of professionalism and an individual who can seamlessly manage both business and personal obligations for the President/CEO, while maintaining utmost confidentiality. The ideal candidate must be creative and enjoy working within an entrepreneurial environment. The candidate will have the ability to exercise good judgement in diverse situations, have strong written and verbal communication skills as well as administrative and organizational skills.
Goals:
Fully support professional and personal needs of the President/CEO
Improve operational efficiency of President/CEO
Serve as Partner to President/CEO
Support Senior staff as necessary.
Responsibilities:
Provide high-level administrative support to the President/CEO, managing both business and personal calendars, appointments, and travel arrangements, ensuring effective time management and prioritization of tasks.
Prepare Word, Excel and PowerPoint decks, agendas, reports, and other documents, proactively anticipating the President's needs and priorities, ensuring all relevant materials and information are prepared in advance.
Handle a wide range of confidential and sensitive information with the utmost discretion and professionalism.
Conduct research, gather data, and prepare comprehensive briefings and summaries for the President's meetings and engagements.
Coordinate and organize internal and external meetings, conferences, and events, including logistics, agendas, and materials.
Act as a liaison between the President/CEO and internal and external stakeholders, maintaining effective communication and relationships.
Represent the company and the Executive in a positive light through great follow-through skills and sound judgment.
Handle personal tasks and obligations for the President/CEO, such as personal appointments, family matters, and personal correspondence.
Attend staff meetings as appropriate and report back to President/CEO on takeaways.
Help organize off-site events, parties and company retreats.
Major Challenges:
Navigating a fast-paced environment with frequent changes in schedule.
Anticipating changes in the President's/CEO's needs, and schedule and proactively mitigating conflicts.
Prioritizing workload and being nimble amidst changes without letting things fall through the cracks.
Authority:
Independent:
Managing communications to and from President/CEO (mail, email, phone calls)
Managing schedule and calendar of President/CEO
Travel and entertainment expense reporting
Minimal supervision:
Schedule planning for the week with President/CEO
Approval required:
Purchases above $2,500
Performance Evaluation Criteria:
Comparison of performance to goals of position.
Fulfillment of the responsibilities for this position.
Performance Evaluation Schedule:
Annual review
Quarterly goal review
Weekly one-on-ones
Qualifications:
Minimum of 10 years of experience as an Executive Assistant supporting high-level executives.
Bachelor's degree preferred.
Experience managing C-Suite level calendar.
Advance proficiency in Microsoft 360 (Outlook, Word, Excel and PowerPoint)
Strong organizational skills with the ability to multitask and prioritize effectively in a fast-paced environment.
Exceptional attention to detail and accuracy, ensuring all work is of the highest quality.
Excellent verbal and written communication skills, with the ability to draft professional correspondence and prepare polished presentations.
Excellent people skills.
Proven ability to maintain confidentiality and handle sensitive information with professionalism and discretion.
Strong interpersonal skills with the ability to build relationships and interact effectively with individuals at all levels.
Self-motivated and proactive, with the ability to work independently and take initiative.
Flexibility and adaptability to changing priorities and a willingness to work outside of regular business hours when necessary.
Adept at the art of persuasion.
Ability to stay calm in stressful situations.
Excellent problem-solving skills.
Technical savvy.
Ability to anticipate issues and have solutions ready.
Tenacity and grit.
Humility.
Education and Experience:
Bachelor's degree in Business Administration, Management, or a related field preferred.
Minimum of 10 years of experience as an Executive Assistant supporting high-level executives, preferably in the real estate or construction industry.
If you are a highly experienced Executive Assistant looking for an exciting opportunity to support our President and contribute to the success of our real estate development and general contracting company, we encourage you to apply. Please submit your resume and a cover letter outlining your relevant experience and why you are interested in this position.