Executive Office Administrator

Executive Office Administrator

**About Apta Investment Group**

Apta Investment Group is a private real estate investment company founded by an ENT surgeon, Vasu Kakarlapudi, who sought freedom through real estate. Through 18 years of real estate investment experience and with their partners have done over a $1 billion worth of transactions with 100% profitability. Apta provides opportunities for other surgeon peers to join them as over 70 investors have already done in assets they acquire and manage.

**Role Overview**

Apta Investment Group invites a dynamic, highly motivated EOA to augment our team. This role is pivotal, providing indispensable administrative support to our Founder and the leadership team. You will be the cornerstone of operational efficiency, managing complex schedules, handling crucial communication, and orchestrating travel and logístical arrangements. Your role extends to owning significant administrative tasks, such as overseeing the CRM system, document organization and maintenance, doing research, crafting reports and presentations.

To excel in this role, you should be tech savvy and have a strong track record of providing executive-level support for a small company in a dynamic environment. You should enjoy and thrive in the journey of an early stage entrepreneurial company that has a very bright future with rapid growth ahead. This can mean some shifting responsibilities, being flexible. You should be comfortable working independently and taking initiative, while also collaborating closely with team members across the organization, be a natural problem solver, able to think critically and creatively to find solutions to complex challenges and possess excellent communication and interpersonal skills, with the ability to build strong relationships both internally and externally.

Key Responsibilities:Administrative Support and Coordination for the Leadership team
- Manage daily calendars, scheduling appointments, and prioritizing engagements based on strategic importance.
- Prepare high-quality reports, presentations, and correspondence as directed.
- Act as the first point of contact for communication, ensuring timely and accurate responses to inquiries.
- Maintain a detailed task management system on Notion to track priorities, deadlines, and follow-ups.

Systems and Process Optimization
- Collaborate with leadership to implement and refine operational systems to improve workflow efficiency.
- Manage documentation systems, ensuring all files are organized, accessible, and secure.
- Identify inefficiencies in current processes and recommend actionable improvements.
- Train and onboard team members on new processes and tools, ensuring smooth adoption.
- SOP Development and Organization of databases in Notion

Technology Integration and Support
- Act as the administrator for Operational tools such as Slack, Notion, Hubspot and other platforms ensuring optimal usage and troubleshooting issues.
- Assist leadership in leveraging data analytics tools to generate insights for decision-making.
- Ensure technology is up-to-date and aligned with the needs of the leadership team and projects.
- Implement tools and systems to increase operational efficiency, leveraging modern technologies to streamline administrative processes.
- Anticipate leadership needs and proactively address potential challenges.

Project Management and Execution
- Coordinate cross-functional projects, ensuring deadlines are met and stakeholders are aligned.
- Develop project plans, set timelines, and track progress using project management tools.
- Anticipate roadblocks and proactively identify solutions to maintain project momentum and escalate issues when necessary.
- Communicate project updates to leadership, highlighting key milestones and potential risks.

Leadership Support and Strategic Alignment
- Conduct research to support leadership in strategic decision-making.
- Capturing action items from meetings on Fathom and ensuring their execution via assignment on Notion.
- Foster alignment between leadership goals and team execution by maintaining a high-level overview of all initiatives.
- Partner with leadership to drive organizational priorities and initiatives.
- Plan and organize leadership team events, retreats, and key meetings and ad hoc projects.
- Coordinate logistics, including travel arrangements, venue bookings, and on-site support.
- Prepare agendas for the leadership team and distribute post-meeting summaries with actionable steps.
- Build and maintain strong relationships with clients, vendors, and investors.

Performance Tracking and Reporting
- Monitor and report on key performance indicators (KPIs) to keep leadership informed.
- Assist in budgeting and expense tracking to ensure cost-effective operations.

Confidentiality and Discretion
- Handle sensitive information with the highest level of integrity and confidentiality.
- Ensure all interactions uphold a professional standard consistent wit