Senior Executive Assistant To President

Overview and Purpose: We are a leading real estate development and general contracting company seeking an experienced and dedicated C-Level Executive Assistant to provide comprehensive support to our President/CEO and some support to other senior leaders of the Company. This pivotal role requires a high level of professionalism and an individual who can seamlessly manage both business and personal obligations for the President/CEO, while maintaining utmost confidentiality. The ideal candidate must be creative and enjoy working within an entrepreneurial environment. The candidate will have the ability to exercise good judgement in diverse situations, have strong written and verbal communication skills as well as administrative and organizational skills.

Goals:

• Serve as Partner to President/CEO
• Improve operational efficiency of President/CEO
• Support Senior staff as necessary.
• Fully support professional and personal needs of the President/CEO

Responsibilities:

• Coordinate President/CEO’s Board meeting calendar.
• Act as a liaison between the President/CEO and internal and external stakeholders, maintaining effective communication and relationships.
• Handle a wide range of confidential and sensitive information with the utmost discretion and professionalism.
• Represent the company and the Executive in a positive light through great follow-through skills and sound judgment.
• Handle personal tasks and obligations for the President/CEO, such as personal appointments, family matters, and personal correspondence.
• Attend staff meetings as appropriate and report back to President/CEO on takeaways.
• Conduct research, gather data, and prepare comprehensive briefings and summaries for the President's meetings and engagements.
• Provide high-level administrative support to the President/CEO, managing both business and personal calendars, appointments, and travel arrangements, ensuring effective time management and prioritization of tasks.
• Prepare Word, Excel and PowerPoint decks, agendas, reports, and other documents, proactively anticipating the President's needs and priorities, ensuring all relevant materials and information are prepared in advance.
• Coordinate and organize internal and external meetings, conferences, and events, including logistics, agendas, and materials.
• Help organize off-site events, parties and company retreats.

Major Challenges:

• Anticipating changes in the President’s/CEO’s needs, and schedule and proactively mitigating conflicts.
• Navigating a fast-paced environment with frequent changes in schedule.
• Prioritizing workload and being nimble amidst changes without letting things fall through the cracks.

Authority:

• Managing schedule and calendar of President/CEO
• Travel and entertainment expense reporting
• Independent:
• Purchases above $2,500
• Schedule planning for the week with President/CEO
• Approval required:
• Minimal supervision:
• Managing communications to and from President/CEO (mail, email, phone calls)

Performance Evaluation Criteria:

• Comparison of performance to goals of position.
• Fulfillment of the responsibilities for this position.

Performance Evaluation Schedule:

• Weekly one-on-ones
• Annual review
• Quarterly goal review

Qualifications:

• Flexibility and adaptability to changing priorities and a willingness to work outside of regular business hours when necessary.
• Bachelor’s degree preferred.
• Self-motivated and proactive, with the ability to work independently and take initiative.
• Minimum of 10 years of experience as an Executive Assistant supporting high-level executives.
• Adept at the art of persuasion.
• Strong organizational skills with the ability to multitask and prioritize effectively in a fast-paced environment.
• Proven ability to maintain confidentiality and handle sensitive information with professionalism and discretion.
• Excellent problem-solving skills.
• Excellent verbal and written communication skills, with the ability to draft professional correspondence and prepare polished presentations.
• Strong interpersonal skills with the ability to build relationships and interact effectively with individuals at all levels.
• Exceptional attention to detail and accuracy, ensuring all work is of the highest quality.
• Advance proficiency in Microsoft 360 (Outlook, Word, Excel and PowerPoint)
• Ability to stay calm in stressful situations.
• Experience managing C-Suite level calendar.
• Excellent people skills.
• Technical savvy.
• Humility.
• Ability to anticipate issues and have solutions ready.
• Tenacity and grit.

Education and Experience:

• Bachelor's degree in Business Administration, Management, or a related field preferred.
• Minimum of 10 years of experience as an Executive Assistant supporting high-level executives, preferably in the real estate or construction industry.

If you are a highly experienced Executive Assistant looking for an exciting opportunity to support our President and contribute to the success of our real estate development and general contracting company, we encourage you to apply. Please submit your resume and a cover letter outlining your relevant experience and why you are interested in this position.