Executive Assistant

Job Description

Job Description

Position Overview

Seeking a highly skilled Executive Assistant to provide comprehensive administrative support to senior leadership.

Key Responsibilities

Administrative Support

- Manage complex executive calendars and scheduling
- Coordinate meeting preparation, agendas, and materials
- Handle confidential correspondence and communications
- Process expense reports
- Maintain organized filing and document management systems
- Prepare reports, presentations, and executive briefings

Communication & Liaison

- Serve as primary contact between executives and stakeholders
- Screen and prioritize all incoming communications
- Draft correspondence, memos, and professional documents
- Facilitate cross-departmental communication
- Handle client and partner inquiries professionally
- Coordinate with external vendors and service providers

Project & Event Management

- Support strategic initiatives and special projects
- Coordinate cross-functional team activities
- Plan and execute executive meetings and events
- Manage conference and seminar logistics
- Oversee office events and team activities

Travel & Logistics

- Arrange complex domestic and international travel
- Coordinate meeting logistics and venue bookings
- Handle visa requirements and travel documentation
- Manage last-minute changes and emergency arrangements
- Process travel expense reconciliation
- Coordinate ground transportation and accommodations

Required Qualifications

Education & Experience

- Bachelor's degree preferred or equivalent experience
- 5+ years executive assistant experience
- Corporate or professional services background preferred
- C-level executive support experience advantageous

Technical Skills

- Advanced Microsoft Office Suite proficiency
- Video Conferencing platforms expertise
- Expense management systems experience
- Database and CRM navigation skills
- Document management systems knowledge
- Social media and digital communication tools

Core Competencies

- Exceptional written and verbal communication
- Outstanding organizational abilities
- High discretion and confidentiality standards
- Independent work capability with minimal supervision
- Strong problem-solving and critical thinking skills
- Professional demeanor and appearance
- Multitasking and priority management expertise
- Attention to detail and accuracy
- Flexibility for extended hours when needed
- Proactive and anticipatory approach

Preferred Qualifications

- Commercial real estate industry experience
- Project management tools proficiency
- Multiple language capabilities
- Event planning experience
- Budget management skills

Key Responsibilities

Administrative Support

- Manage complex executive calendars and scheduling
- Coordinate meeting preparation, agendas, and materials
- Handle confidential correspondence and communications
- Process expense reports
- Maintain organized filing and document management systems
- Prepare reports, presentations, and executive briefings
- Communication & Liaison
- Serve as primary contact between executives and stakeholders
- Screen and prioritize all incoming communications
- Draft correspondence, memos, and professional documents
- Facilitate cross-departmental communication
- Handle client and partner inquiries professionally
- Coordinate with external vendors and service providers
- Project & Event Management
- Support strategic initiatives and special projects
- Coordinate cross-functional team activities
- Plan and execute executive meetings and events
- Manage conference and seminar logistics
- Oversee office events and team activities
- Travel & Logistics
- Arrange complex domestic and international travel
- Coordinate meeting logistics and venue bookings
- Handle visa requirements and travel documentation
- Manage last-minute changes and emergency arrangements
- Process travel expense reconciliation
- Coordinate ground transportation and accommodations
- Required Qualifications

Education & Experience

- Bachelor's degree preferred or equivalent experience
- 5+ years executive assistant experience
- Corporate or professional services background preferred
- C-level executive support experience advantageous
- Technical Skills
- Advanced Microsoft Office Suite proficiency
- Video Conferencing platforms expertise
- Expense management systems experience
- Database and CRM navigation skills
- Document management systems knowledge
- Social media and digital communication tools
- Core Competencies
- Exceptional written and verbal communication
- Outstanding organizational abilities
- High discretion and confidentiality standards
- Independent work capability with minimal supervision
- Strong problem-solving and critical thinking skills
- Professional demeanor and appearance
- Multitasking and priority management expertise
- Attention to detail and accuracy
- Flexibility for extended hours when needed
- Proactive and anticipatory approach
- Preferred Qualifications
- Commercial real estate industry experience
- Project management tools proficiency
- Multiple language capabilities
- Event planning experience
- Budget management skills