Executive Administrator
About The Position
Assist managing complex business operations to ensure administrative, financial, and operational activities are performed in a seamless and efficient manner. Provide oversight and guidance, organize, and prioritize critical issues. Anticipate needs and undertake necessary actions to produce effective results timely. Manage and organize complex calendars such as meetings, agendas, lunch arrangements and travel plans; work around scheduling conflicts and keep executives on schedule. Assist in planning and coordinating complex travel arrangements. Manage email correspondence for executives promptly. Reply and draft responses, print attachments, follow up on actions, flag urgent messages and file in appropriate folders. Respond promptly and execute brokerage agreements upon approval. Update and maintain contacts, telephone numbers and email addresses. Answer and screen all incoming calls to executives. Manage expenses and charitable contributions, track payments and reimbursements. Support executives’ community and industry activities and events. Prepare, collect and maintain information for the preparation of confidential reports, proposals, and other materials. Assist with drafting communications on behalf of executives. Assist executives with maintaining CRM system. Assist maintaining social media to drive local market brand awareness and engagement. Assist with maintaining floor plans. Support in collaboration with local team on internal and external events as required. Ensure that education, credentials and licensing of staff is current. Greet and direct all visitors and order meeting food and beverage. Provide PTO & sick time off coverage for colleagues. Provide front desk coverage for PTO, sick time and when needed. Provide adhoc personal assistant support to executives. Perform additional duties as assigned. In office attendance required 4-5 days.
Requirements
- 5+ years of executive administrative experience supporting corporate c-suite professionals.
- 5+ years of experience in professional services or with a Fortune 500 company strongly preferred.
- Real estate background preferred.
- Bachelor’s degree required.
- Excellent verbal and written communication skills.
- Highly organized, logical thinker.
- Takes initiative.
- Flexible schedule for overtime.
- Ability to multi-task and organize a daily workload by priorities.
- Facile with short/long hand.
- Sense of urgency about tasks or assignments.
- Friendly, personable demeanor.
- Strong work ethic/commitment level.
- Team player.
- Positive attitude.
- Excellent attention to detail and follow-through.
- Proactive approach to problem-solving.
- Technologically proficient with Outlook, MS Suite, Workday, Microsoft Teams etc.
Nice To Haves
- 5+ years of experience in professional services or with a Fortune 500 company
- Real estate background
Responsibilities
- Manage and organize complex calendars, including meetings, agendas, lunch arrangements, and travel plans, resolving scheduling conflicts to keep executives on schedule.
- Plan and coordinate complex travel arrangements.
- Manage email correspondence for executives, including drafting responses, printing attachments, following up on actions, flagging urgent messages, and filing appropriately.
- Respond promptly and execute brokerage agreements upon approval.
- Update and maintain contact information (telephone numbers and email addresses).
- Answer and screen all incoming calls to executives.
- Manage expenses and charitable contributions, tracking payments and reimbursements.
- Support executives' community and industry activities and events.
- Prepare, collect, and maintain information for confidential reports, proposals, and other materials.
- Assist with drafting communications on behalf of executives.
- Assist executives with maintaining the CRM system.
- Assist in maintaining social media to drive local market brand awareness and engagement.
- Assist with maintaining floor plans.
- Support collaboration with the local team on internal and external events as required.
- Ensure that education, credentials, and licensing of staff are current.
- Greet and direct all visitors.
- Order meeting food and beverage.
- Provide PTO & sick time off coverage for colleagues.
- Provide front desk coverage for PTO, sick time, and when needed.
- Provide ad hoc personal assistant support to executives.
- Perform additional duties as assigned.
Benefits
- health, vision, and dental insurance
- flexible spending accounts
- health savings accounts
- retirement savings plans
- life, and disability insurance programs
- paid and unpaid time away from work
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What This Job Offers
Job Type
Full-time
Career Level
Executive
