Executive Assistant - Jobot

This Jobot Job is hosted by: Chelsea Piekarski

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Salary: $70,000 - $95,000 per year

We are a real estate firm who is looking to add to an Executive Assistant to our team. We are tech forward, and hire individuals who want to make processes better and more effective.

• Great culture
• Beautiful Offices
• Flexibility
• Ownership over your role

Executive Assistant to the CEO

Job Summary:

The Executive Assistant plays a pivotal role in enhancing the CEO's productivity and contributing to the organization's overall success. This high-level role involves managing the CEO’s schedule, streamlining communication, coordinating strategic projects, and assisting other departments with administrative tasks. The ideal candidate is exceptionally organized, proactive, and professional, with strong interpersonal and analytical skills and a deep commitment to confidentiality.

Responsibilities:

Support for the CEO:

• Liaison and Communication: Serve as a key point of contact for the CEO, fostering collaboration with internal teams, external stakeholders, and board members.
• Administrative Oversight: Manage communications, organize key updates, and ensure the CEO is informed of important developments.
• Calendar Management: Organize the CEO’s schedule, appointments, and action items while anticipating needs and proactively addressing them.
• Meeting & Event Coordination: Prepare agendas, arrange logistics, and support board and committee meetings by organizing materials and maintaining seamless communication.
• Document & Project Management: Draft reports, presentations, and conduct special projects, providing insights that aid strategic decision-making.
• Confidentiality: Handle sensitive matters with the highest level of discretion and professionalism.

Support for the Legal Department:

• Provide administrative support, including document preparation, regulatory filings, and maintaining records.
• Manage DocuSign processes, compliance communications, and annual insurance renewals.
• Track key dates and assist with filings, corporate resolutions, and updates to corporate documents.

Support for the HR Department:

• Assist with payroll processing, benefits renewals, and employee evaluation processes.
• Support training initiatives, HR databases, and compensation-related communications.
• Help coordinate committee meetings and maintain relevant records.

Additional Duties:

• Organize events such as team offsites and guest visits.
• Assist with office supplies, facilities requests, and other administrative needs for the executive team.

Qualifications:

• Associate or bachelor’s degree in business administration, communications, or related field preferred.
• At least 5 years of experience in an executive assistant or similar role supporting senior leadership.
• Excellent organizational, time management, and communication skills.
• High proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Strong attention to detail and discretion when handling confidential information.
• Ability to work independently, manage changing priorities, and adapt to new challenges.

Interested in hearing more? Easy Apply now by clicking the "Apply" button.