Executive Assistant Jobs

Job Type

Full-time

Description

Department: Administration

Reports to: CEO

FLSA: Exempt

Job Summary: The Executive Assistant is responsible for handling the daily administrative tasks for a group of executive professionals. Your job duties include creating statistical reports for the executives, overseeing the daily activities of the executive office area, and developing meeting agendas for executive briefings. The ideal candidate will be dynamic, high-energy, organized, able to support cross-functional coordination in a fast pace environment and possess excellent Communication Skills. The ideal candidate will also have knowledge in the Commercial Real Estate field pertaining, but not limited to, Corporate and Loan Documents. This individual will be required to be available during regular business hours to provide support and assistance to the CEO.

Job Responsibilities: including but not limited to

• Verify ownership and encumbrances of real property.
• Use template documents to complete corporate, organizational and commercial documents.
• Confirm contract reporting is accurate and all required information is correct.
• Screen and prioritize communications and opportunities from external and internal sources.
• Ability to read surveys, plats, Deed of Trusts, estate records and foreclosure proceedings.
• Perform loan closings as needed.
• Ability to manage loan closing file.
• Issue all tasks and deadlines to team instructed by CEO and confirm ETA of task completion.
• Prepare closing binders and post-closing work.
• Coordination of activities (operations and planning) and ensuring timely flow of information to and from the executive office.
• Act as the lead in tracking, monitoring and following the progress of open action items.
• Prepare abstract leases.
• Handle details of a highly confidential and critical nature, and must function efficiently and effectively in a fast-paced environment.
• Act as liaison between CEO and management team.
• Prepare and edit correspondence, reports, presentations and coordinate the processing of all documentation related to the transaction process
• Abstract counties records for residential and commercial properties in multiple counties.
• Perform legal research (court records, real estate records, asset/lien/UCC/background checks).
• Perform title searches, updates, recordings and filings.
• Maintains a Project Management system that alerts to upcoming deadlines on incoming requests or events.
• E-file pleadings and organize litigation files.
• Manage CEO travel arrangements and proactively coordinate the pre-planning of trips, including arranging appropriate travel and expense reimbursements.
• Abstract, examine and analyze deeds, easements, tax assessments, mineral reservations and other applicable instruments.
• Coordinate contract execution process.
• Cooperate with title agents for closing of real estate sales.
• Planning and orchestrating work to ensure CEO’s priorities are met, managing the business (keeping licenses active and in good standing).
• Draft corporate, organizational and commercial documents.

Requirements

• Ability to remain focused, efficient and effective in managing multiple priorities.
• Ability to anticipate the CEO's needs and proactively bring together appropriate people and resources to support the executive in addressing issues.
• Excellent written and verbal communication skills.
• Strong interpersonal skills.
• Minimum 3 years’ experience supporting C-level Executives.
• Minimum 1-year Paralegal Experience Preferred.
• Ability to work in fast paced environment and maintain effective working relationships with vendors, clients, co-workers and management team.
• Minimum 1-year Construction Experience Required.
• Bachelor’s degree or 5+ years of C-Level administrative experience.
• Highly proficient with Word, Excel, PowerPoint, Outlook and willingness to learn other software.
• Some after-hours support when necessary.
• Have proven ability to independently manage multiple tasks and projects with completing priorities and deadlines.
• Minimum 1-year Commercial Real Estate Experience Preferred.

Software Knowledge

• Yardi
• Concur
• Wrike
• Smart Draw
• Rocket Matter
• All of Microsoft (Specifically: Word, Excel, Teams, Outlook, One Drive, SharePoint)
• Adobe
• Zoom
• Timberscan

Thank you for expressing interest in employment with Prime Group. While only those candidates considered for the position will be contacted, your resume will remain on file for 90 days

Prime Group is an Equal Opportunity Employer