Executive Assistant

Redwood Living Inc • Independence, OH

9d • Hybrid

About The Position

At Redwood Living, Inc. (“Redwood”), we believe our success is driven by the people who power us. We are proud to be a multi-state employer with a growing team of over 650 employees committed to building neighborhoods and careers that thrive. Our employees are passionate, talented, and empowered to make decisions that positively impact the lives of our residents. From on-site teams to corporate leadership, every Redwood team member plays a vital role in delivering exceptional experiences. We foster a culture rooted in integrity, open communication, and a commitment to exceeding expectations. As we continue to expand our footprint and grow our team, we seek individuals who share our values and are excited to contribute to a dynamic, forward-thinking organization. At Redwood, you’ll find more than a job - you’ll find a place to grow, lead, and make a difference. We live by eight core values that guide everything we do: Do One Thing Really Well, Be Entrepreneurial, Serve Those You Lead, Deliver More Than Expected, Communicate Openly and Honestly, Instill Family and Team Spirit, Demonstrate Integrity and Authenticity, Be Nice and Have Fun. Reporting directly to the Founder/Chief Executive Officer, the Executive Assistant will serve as a trusted partner and key contributor to the success of both the Founder/CEO and the Kimmelman family office. This dual-facing role is instrumental in ensuring the seamless operation of both the executive and family office environments by managing complex calendars, coordinating high-level meetings, preparing thoughtful communications, and nurturing relationships with a wide range of stakeholders, including Redwood team members, family office staff, and family members. In this role, you will be empowered to make a meaningful impact, supported by a collaborative team, and positioned as a visible ambassador of both the Redwood brand and the Kimmelman family office. All Redwood employees are expected to conduct all organizational business and practices in accordance to Redwood company policies.

Requirements

• Respectfulness, trustworthiness, empathy and leadership
• The ability to work under pressure
• Excellent time management skills
• Strong communication skills and general business acumen
• The ability to communicate and interact with employees at all organizational levels
• Proven ability to plan, organize and implement multiple tasks/projects on a concurrent, real-time basis
• Self-starter with good work ethic and ability to prioritize
• Bachelor’s degree in business administration, Communications, or related field.
• Minimum of 5 years of experience as an Executive Assistant or in a similar role (e.g. Personal Assistant of a Family Office).
• Experience supporting senior executives or C-suite level professionals.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Nice To Haves

• Experience in a family office or industry-related leadership team is a plus.
• SharePoint, Microsoft Teams, and Power BI a plus.
• Familiarity with finance management software (e.g. QuickBooks or Summitas).

Responsibilities

• Provide high-level administrative support to the Founder/CEO, including managing correspondence, preparing reports, and handling information requests.
• Compose and edit correspondence, prepare letters, and memos. Ensure clear and effective communication on behalf of the Founder/CEO.
• Coordinate and manage the Founder/CEO’s Redwood Outlook calendar and daily schedule, ensuring efficient time management and prioritization of tasks.
• Manage internal and external meeting coordination, including scheduling conference rooms, preparing agendas, managing the collection and production of meeting materials, recording and distributing meeting minutes, and tracking and reporting on the status of action items and deliverables.
• Coordinate Founder/CEO travel plans and itineraries while tracking global entry/TSA requirements for compliance.
• Local Travel: Travel locally as necessary to support the Founder/CEO’s activities.
• Maintain working relationships with key stakeholders, including board members, investors, community leaders, and immediate family members as necessary and guided by the Founder/CEO.
• Develop and distribute internal communications on behalf of the Founder/CEO, as needed, ensuring consistent messaging across the organization by aligning with the internal communications team.
• Perform weekly reconciliation of bank accounts and credit card transactions, initiate wire transfers and confirm accuracy to Yardi ledger, provide occasional expense summaries, and manage all subscriptions. Create balance sheets & income statements for the family trust in advance of each Board meeting.
• Obtain signatures for Redwood business affairs, working closely with related teams, and, at times, obtaining from the Founder/CEO’s personal residence, as needed.
• Monitor and report special projects initiated by the Founder/CEO, ensuring timely completion and alignment with company goals.
• Identify underutilized technologies to improve efficiency and productivity within the executive office.
• Coordinate LLC filings with appropriate attorneys.
• Manage and maintain formation documents for new business ventures, including leases, expenses, financial records, and bank accounts for outside investment projects. Maintain a document repository such as SharePoint or on Summitas (private portal) to organize formation documentation (such as filings, NDAs, financials, logistics, etc).
• Serve as a primary point of contact for family advisors (e.g., attorneys, accountants, wealth managers, insurance brokers) and immediate family members on behalf of the Founder/CEO.
• Provide comprehensive support for the Founder/CEO’s personal and family-related matters, including scheduling, document preparation, and coordination with external parties.
• Manage personal tasks for the Founder/CEO and family, such as appointments, special requests, and support for personal business ventures.
• Handle Founder/CEO’s day-to-day personal operations including bill payments, reconciliations, insurance coordination, vehicle administration, and mobile account management.
• Assist in proper documentation of fiduciary activities related to the Kimmelman family trusts including managing accounting and preparing financial statements.
• Process family expenses and communicate directly with vendors, bankers, and all outside parties.
• Perform additional duties as assigned to support the Founder/CEO’s executive office and family office.

Benefits

• Visit our website today for a list of benefits and perks that Redwood offers: Redwood Apartment Neighborhoods | Employee Benefits & Perks [https://www.byredwood.com/benefits]

What This Job Offers

• Job Type: Full-time
• Career Level: Executive