Part-Time Executive Assistant - Deep End Talent Strategies

Our client, The Jaffe Companies, has a rare team opening!

Over the past four decades, The Jaffe Companies has been involved in real estate, financial services, and business services and has assisted people in reaching their personal and professional goals.

The team seeks a highly organized and proactive Executive Assistant to support our busy CEO and work closely with our Business Manager. This role is crucial in ensuring that the executive's time is used efficiently and that all administrative tasks are handled smoothly. The ideal candidate will be skilled in managing shifting schedules, handling a high volume of email correspondence, managing meetings, and providing light bookkeeping support. Experience in real estate and a real estate broker license is a plus, though not required. 

This role is approximately 20 hours per week, and the days are flexible. It is a job-share with two other people, one who has been here nearly 20 years and one with over 30 years of tenure. This role replaces a retiring employee with over 30 years of experience on the team. This is an on-site role in our offices on the north side of Indianapolis near 96th and Meridian.

What You'll Do:

• Schedule Management: Proactively manage the CEO's constantly shifting schedule, including arranging and coordinating meetings, appointments, and travel arrangements.
• Meeting Coordination: Prepare agendas, take meeting minutes, follow up on action items, and ensure that meetings are effectively managed.
• Communication: Act as a primary point of contact between the CEO, internal staff, and external partners, including attorneys, vendors, and other professionals. Draft and manage correspondence on behalf of the CEO.
• Administrative Support: Provide multifaceted administrative assistance, including managing emails, tracking bank accounts, and handling sensitive information with discretion.
• Bookkeeping: Perform light bookkeeping duties, such as managing invoices, tracking expenses, and handling petty cash using QuickBooks.
• Office Management: Assist in the overall management of the office, ensuring smooth operations across multiple LLCs, ordering office supplies, and maintaining office equipment.
• Project Management: Support various projects by conducting research, gathering information, and preparing reports for the CEO.
• Relationship Building: Maintain positive internal and external relationships with partners to facilitate the executive's activities.

What You'll Bring:

• Experience: 5+ years of experience in an administrative or executive assistant role, preferably in real estate or a related industry.
• Education: A bachelor's degree is preferred but not required.
• Skills:
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Experience with QuickBooks for light bookkeeping tasks
• Advanced Strong organizational skills and attention to detail
• Excellent written and verbal communication skills
• Ability to manage multiple tasks and prioritize effectively in a fast-paced environment
• Discretion and confidentiality in handling sensitive information

Preferred:

• Experience in real estate or holding a real estate broker license
• Familiarity with managing operations for multiple LLCs

What We Offer:

• A positive, friendly, and supportive work team
• Professional office work environment
• PTO and paid holidays
• Retirement plan with company match