Executive Assistant
LocationWest Palm Beach, FL
Base Salary Range130000 - 150000
Contract TypeFull-Time
Job ReferenceJOB-42531
TitleExecutive Assistant
Our client, a real estate firm located in West Palm Beach is seeking an Executive Assistant to support the CEO and manage the day-to-day operations of the office. The ideal candidate is exceptionally organized, proactive, cordial, and discreet, with sound judgment and a polished, professional manner.
JOB DETAILS
COMPANY: Real Estate Firm
POSITION: Executive Assistant
LOCATION: West Palm Beach, FL - fully onsite
HOURS: 9am-5pm with flexibility to work early mornings and evenings as needed
COMPENSATION: $130k-$150k base DOE
Responsibilities:
Executive and Personal Support
• Screen incoming calls and emails, respond independently when appropriate, and prioritize matters
requiring the CEO’s attention.
• Coordinate scheduling, meetings, and related arrangements with the CEO’s assistant in Manhattan.
• Serve as a cordial, responsive point of contact for investors, business associates, and personal contacts.
• Track ongoing projects, maintain organized systems, and prepare priorities for regular review with the
CEO.
• Maintain contact databases, correspondence, holiday lists, and event lists.
• Coordinate household vendors, property maintenance, repairs, and service providers, maintaining
accurate records and maintenance logs.
• Manage vendor accounts, invoices, and ongoing projects.
• Reconcile monthly credit card expenses and organize bills and invoices for approval.
• Track household staff schedules, timekeeping, vacations, and reimbursements.
• Coordinate purchases of household supplies and technology, including Apple devices.
Office Management
• Maintain an organized, welcoming, and well-run office.
• Manage office and kitchen supplies, inventories, service contracts, invoices, and budgets.
• Coordinate technical support, equipment maintenance, and service providers.
• Arrange office catering, meals, and meeting hospitality.
Requirements:
• At least five years of experience supporting a senior executive.
• A cordial, composed, and professional manner, with excellent interpersonal and communication skills.
• Demonstrated discretion and sound judgment in handling confidential business, financial, and personal
matters.
• Experience interacting with high-net-worth individuals and investors.
• Exceptional organizational skills, attention to detail, and follow-through.
• Proactive and forward-thinking, with the ability to anticipate needs and initiate action without waiting for
direction, while keeping the CEO informed and exercising sound judgment about when to seek input or
approval.
• Ability to manage competing priorities and work independently.
• Strong proficiency in Microsoft Office, particularly Outlook, and comfort with Apple products.
• Bookkeeping experience is highly desirable, particularly with expense reconciliation, invoice tracking,
and maintaining accurate financial records.
• Experience using AI tools to improve organization, research, and day-to-day efficiency would be
additionally beneficial.
• A collaborative approach suited to a small, collegial office.
JOB DETAILS
COMPANY: Real Estate Firm
POSITION: Executive Assistant
LOCATION: West Palm Beach, FL - fully onsite
HOURS: 9am-5pm with flexibility to work early mornings and evenings as needed
COMPENSATION: $130k-$150k base DOE
Responsibilities:
Executive and Personal Support
• Screen incoming calls and emails, respond independently when appropriate, and prioritize matters
requiring the CEO’s attention.
• Coordinate scheduling, meetings, and related arrangements with the CEO’s assistant in Manhattan.
• Serve as a cordial, responsive point of contact for investors, business associates, and personal contacts.
• Track ongoing projects, maintain organized systems, and prepare priorities for regular review with the
CEO.
• Maintain contact databases, correspondence, holiday lists, and event lists.
• Coordinate household vendors, property maintenance, repairs, and service providers, maintaining
accurate records and maintenance logs.
• Manage vendor accounts, invoices, and ongoing projects.
• Reconcile monthly credit card expenses and organize bills and invoices for approval.
• Track household staff schedules, timekeeping, vacations, and reimbursements.
• Coordinate purchases of household supplies and technology, including Apple devices.
Office Management
• Maintain an organized, welcoming, and well-run office.
• Manage office and kitchen supplies, inventories, service contracts, invoices, and budgets.
• Coordinate technical support, equipment maintenance, and service providers.
• Arrange office catering, meals, and meeting hospitality.
Requirements:
• At least five years of experience supporting a senior executive.
• A cordial, composed, and professional manner, with excellent interpersonal and communication skills.
• Demonstrated discretion and sound judgment in handling confidential business, financial, and personal
matters.
• Experience interacting with high-net-worth individuals and investors.
• Exceptional organizational skills, attention to detail, and follow-through.
• Proactive and forward-thinking, with the ability to anticipate needs and initiate action without waiting for
direction, while keeping the CEO informed and exercising sound judgment about when to seek input or
approval.
• Ability to manage competing priorities and work independently.
• Strong proficiency in Microsoft Office, particularly Outlook, and comfort with Apple products.
• Bookkeeping experience is highly desirable, particularly with expense reconciliation, invoice tracking,
and maintaining accurate financial records.
• Experience using AI tools to improve organization, research, and day-to-day efficiency would be
additionally beneficial.
• A collaborative approach suited to a small, collegial office.