Executive Assistant To Director

Job Summary:

We are seeking a highly organized and proactive Executive Assistant to support our senior leadership team at [Company Name], a leading real estate firm. The ideal candidate will be responsible for providing administrative and executive support, managing schedules, coordinating communications, and assisting with real estate operations to ensure the smooth and efficient running of the business.

Key Responsibilities:

1. Administrative Support:

• Manage and maintain the executives calendars, ensuring meetings, appointments, and events are well-organized and timely.
• Prepare, organize, and prioritize correspondence, emails, phone calls, and other communication on behalf of the executives.
• Coordinate travel arrangements, including flights, hotels, and transportation, for business trips related to real estate investments, property site visits, and meetings.
• Process and maintain confidential files, documents, and agreements related to real estate transactions, client contracts, and internal reports.

2. Scheduling and Event Coordination:

• Schedule and coordinate meetings with clients, property owners, stakeholders, and internal teams.
• Arrange property tours, site inspections, and presentations for clients and investors.
• Prepare necessary materials (agendas, presentations, reports) for meetings, ensuring all parties have the required information in advance.
• Organize company events, networking functions, and client appreciation events, including venue selection, invitations, and logistics.

3. Communication Management:

• Act as a liaison between the executives and internal/external stakeholders, ensuring clear and timely communication.
• Handle phone calls, emails, and messages, prioritizing urgent matters and ensuring important information is passed on promptly.
• Draft and proofread correspondence, memos, and reports to ensure professionalism and accuracy.

4. Real Estate Operations Support:

• Assist in managing the day-to-day operations of the real estate office, including coordinating with property managers, agents, and other staff.
• Prepare property reports, lease agreements, and sales documentation, ensuring compliance with company policies and legal regulations.
• Research potential investment opportunities and assist in gathering market data, property listings, and competitor analysis for senior executives.
• Track property listings and ensure that all required documents (e.g., contracts, appraisals, inspections) are complete and up to date.

5. Financial & Reporting Support:

• Assist in tracking and managing budgets for property acquisitions, marketing expenses, and business operations.
• Compile and organize financial reports, invoices, and receipts for accounting purposes.
• Prepare and maintain a database of clients, properties, and transactions for easy retrieval and analysis.

6. Project Management:

• Oversee and track ongoing real estate projects, including timelines, deliverables, and follow-ups.
• Coordinate with internal teams, contractors, and third-party vendors to ensure projects meet deadlines and stay within budget.
• Assist in drafting project proposals, business plans, and other documentation necessary for project approval.

7. Client and Vendor Relations:

• Build and maintain strong relationships with clients, vendors, and partners, ensuring a high level of customer service.
• Handle inquiries from clients, providing them with relevant property information and assisting with the home buying/rental process.
• Coordinate the processing of contracts, property closings, and other real estate-related documentation.

Key Qualifications:

• Education: A bachelor's degree in Business Administration, Real Estate, or a related field is preferred.
• Experience: Minimum 3-5 years of experience as an Executive Assistant or in a similar administrative role, preferably in the real estate industry.

• Skills:

• Exceptional organizational and time-management skills.

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and real estate management software.
• Strong written and verbal communication skills.
• Ability to manage multiple tasks and prioritize effectively.
• Knowledge of real estate terminology, contracts, and industry practices is highly desirable.

Personal Attributes:

• Attention to Detail: Ability to handle complex tasks with a high degree of accuracy and attention to detail.
• Problem-Solver: Proactive and resourceful, with the ability to solve problems efficiently and independently.
• Confidentiality: Able to maintain strict confidentiality with sensitive company and client information.
• Team Player: Collaborative and able to work effectively with cross-functional teams.
• Adaptable: Comfortable in a fast-paced, dynamic environment with changing priorities.