Executive Administrator/Personal Assistant

Our client, a Real Estate Investment firm is looking for an Executive Administrator/Personal Assistant to assist their Co-President.  The ideal candidate will be organized, diligent, proactive, and able to handle the day-to-day needs of a successful Co-President that is pulled in many directions.    The position involves backup coverage for internal and external stakeholders across multiple offices and time zones using various means of communication. The individual in this position must exercise discretion and independent judgment while operating with minimal oversight or direction in significant matters related to Firm operations.

COMPANY: Real Estate Investment

POSITION: Executive Administrator/Personal Assistant

LOCATION: New York, New York (Midtown)

OFFICE REQUIREMENTS: 4 days in office / 1 day remote (pending the needs of the business)

HOURS: 8:30am – 5:30pm 

SALARY: $120-150k base / DOE + discretionary bonus  

BENEFITS: Medical/Dental/Vision  

BACHELOR’S DEGREE: Required

Responsibilities of the Executive Administrator/ Personal Assistant:

-Anticipate the needs of designated senior executives with minimal direction or oversight.

-Review and analyze various requests and inquiries and respond as appropriate, ensuring all relevant messages are communicated to the designated senior executives in a timely manner.

-Prepare executive for meetings, events, and other obligations by compiling reports and notes/key information from previous meetings and other relevant sources; finalizing the meeting materials and communications for distribution to attendees; ensuring any advance materials are delivered successfully to attendees; and performing other related tasks as requested.

-Independently arrange detailed travel plans, itineraries, and agendas for designated senior executives by interfacing directly with airlines, hotels, car service, etc.; resolving any travel-related conflicts or schedule changes; and completing and submitting related expense reports in a timely fashion.

-Maintain calendars of events and appointments by scheduling calls, appointments, and meetings; securing meeting space and meeting facilities/catering; and resolving scheduling conflicts to ensure effective use of time and resources.

-Coordination of other colleagues in three other US based offices to attend meetings and conferences with New York team as needed.  

-Answer calls, communicate messages, and coordinate correspondence in a timely manner.

-Handle confidential and non-routine information with extreme confidentiality, discretion, and sensitivity.

-Work in close partnership with other executives’ Admins to provide end to end support (e.g., professional to personal)

-Run personal errands as needed

-Provide personal calendar management and support of personal administrative tasks

-Schedule and confirm personal appointments and other service providers (e.g., doctor appointment, electrician, plumber)

-Process benefit claim reimbursements and follow-up to completion, providing real-time updates as needed

-Interact with childcare provider (e.g., nanny) to deliver instructions or coordinate activities

-Provide day to day support including online shopping, coordination of deliveries, research and arrange service providers, and make restaurant and travel related reservations

-Complete applications for immediate family member activities (e.g., camp, school)

-Proactively manage needs related to upcoming personal milestones/events (e.g. holidays, birthdays, anniversaries)

-Prioritize conflicting needs; handle all matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures

-Arrange complex personal travel plans (commercial/private) and compose detailed itineraries

-Support Office Operations and maintain team culture through NY office events.

-Assist with the office team for managing the inventory of supplies and equipment, liaising with the building landlord, coordinating and overseeing various vendors, including IT services, maintenance, and cleaning services

-Complete additional tasks and special projects as needed.

Requirements of the Executive Administrator/ Personal Assistant:

-Bachelor’s Degree or equivalent experience.

-Prior related administrative experience supporting multiple senior-level managers in a corporate setting.

-Real Estate / Finance industry experience preferred but not required.

-Experience with Concur a plus.

-Advanced experience using the Microsoft Office suite for a wide range of purposes.

-Outstanding verbal and written communication skills with excellent organization skills and attention to detail.

-Proven experience successfully managing complex calendars and travel itineraries, including modifying schedules on a frequent basis in a professional and efficient manner.

-Proven ability to work effectively in a fast-paced environment by multitasking, balancing priorities, meeting deadlines, anticipating issues/problems, and performing with a high level of accuracy and attention to detail.

-Demonstrated team player with the ability to build and maintain strong working relationships.

-An entrepreneurial approach to task management with strong problem-solving capabilities with a focus on creativity and the ability to implement process improvements.

-Prior experience supporting multiple executives remotely is a plus.

-Experience using Navatar and DealCloud is preferred.

-Able to monitor and manage high priority situations and emergencies outside of office hours, including nights and weekends where necessary

-Must have an attitude of “no task is too big or too small”

-Verification of identity, education, prior employment, and references may be required