Executive Administrative Assistant

We are seeking a dynamic and highly organized Executive Administrative Assistant to support a Very High Profile CEO. The ideal candidate will manage business and personal travel arrangements, organize meetings and conferences, and handle the creation of portfolio folders for each property, including PDF layouts. Additional responsibilities include sorting mail, preparing expense reports, and collaborating with various teams to ensure timely completion of tasks. This position also provides support to other members of the Executive team as needed.

Key Responsibilities:

• Manage executive schedules, coordinate travel arrangements, appointments, restaurant and hotel reservations.

• Organize and maintain portfolio property folders, including property layouts.

• Handle incoming mail, deliveries, faxes, and manage correspondence.

• Coordinate and prepare for meetings, including setting up conference rooms, preparing agendas, and following up on action items.

• Assist with licenses and permits, and handle related follow-ups.

• Answer and direct calls, take messages, and greet visitors, ensuring access to appropriate parties.

• Review and route letters, memos, and other submissions in a timely and efficient manner.

• Prepare reports, analyze information, and create presentations as needed.

• Maintain historical records and retrieval systems for executive use.

• Troubleshoot office equipment malfunctions, and coordinate maintenance when needed.

• Utilize Excel for data management, including filtering, sorting, and V-lookups.

• Submit expense reports and draft executive correspondence.

• Maintain office service contracts, and process invoices as required.

• Liaise with customers, vendors, investors, and stakeholders in a professional manner.

• Perform additional duties as assigned.

Qualifications:

• Proven experience as an Executive Administrative Assistant or Senior Executive Assistant.

• Ability to work independently and under deadline pressure.

• Strong proficiency in office management systems and procedures.

• Excellent verbal and written communication skills in English.

• Exceptional planning, time management, and multitasking abilities.

• Proficient in Google Drive, Outlook, Zoom, and other online tools.

• Advanced knowledge of Microsoft Word, Excel, and Outlook.

• Professional business letter writing skills, with attention to grammar and punctuation.

• Ability to adapt in a fast-paced, changing environment, while maintaining high ethical standards and confidentiality.

• Bachelor’s degree in Business Administration or a related field preferred, high school diploma required.

• Minimum of four years of relevant experience.

$35-40/hr.