Executive Administrative Assistant

Job description

The Executive Assistant supports two executive positions, the Company President, and the COO. The EA serves as the primary contact for managing business scheduling and vetting, triaging, and prioritizing competing requests for both the President and the COO's time from internal and external parties. The EA will conduct the management of each of their respective offices with maximum efficiency to optimize their time and focus on key priorities.

The EA must be extremely poised, professional, exceptionally organized, and courteous in the role of the President's and the COO's gatekeeper to ensure all parties seeking their attention feel their requests are understood and are properly sequenced and scheduled.

Duties and responsibilities

• Executes a broad variety of administrative tasks to ensure the respective Executive is managing their time to maximum efficiency including managing active and dynamically changing calendar of daily and weekly appointments. Plans, coordinates, and ensures both the President and the COO's schedule is adhered to and respected. Ensures both are on time for continual series of meetings.
• Coordinates all travel arrangements along with hotel, travel itineraries, expense reports and business materials and agendas.
• Prepares each day's schedule with required agendas for meetings and required research, documents, financials, and other information necessary to ensure each Executive's fully prepared for each meeting. Follows up with meeting attendees for ownership on next steps and holds appropriate parties accountable for delivering required materials on time.
• Works with other operations staff: HR, Marketing, etcetera as needed to obtain information or follow through on requests.
• Communicates directly with staff on matters related to the Executive's requests.
• Screens incoming calls, determining whether it requires the attention of the Executive or can be delegated.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Executive, including those of a time sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Maintains confidentiality of each Executive's correspondence, files, and other documents.
• Provides clear and direct communication between the Executive's office and internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management staff.
• Coordinates with other EA's on execution of internal and external business events including venue, menu, flowers, etc.
• Partners closely and effectively with each Executive to keep him informed of developing matters and project progress, upcoming commitments, and responsibilities. Maintains continual communication with the President and the COO to adjust to schedule changes or new requests.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting letters, personal correspondence, and other tasks as assigned.
• Proactively problem solves and develops back up plans to ensure lack of disruption in the Executive's productivity and daily goals.
• Meets with each of the Executives in the morning to review the day's needs and at the end of the day to ensure next day is well organized.
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Qualifications

• BS/BA or equivalent combination of education and/or experience required.
• 7-10 years + experience supporting multiple senior business leaders required.
• Experience in real estate a preferred.
• Special events management a plus.
• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.
• Flexibility on schedule with the ability to stay past traditional hours as needed.

NewPoint Real Estate Capital LLC is an equal opportunity employer, offering competitive compensation and a comprehensive benefit package including:

Wellness

Medical and Prescription Coverage

Dental Coverage

Vision Coverage

Gym/Fitness Center Reimbursement Subsidy Program

Employee Assistance Program (EAP) and Telehealth

HSA & FSA's

Health Savings Account (HSA) with company contributions

Flexible Spending Accounts (FSA) - Health Care & Dependent Care

Paid Time Off & Leave

Generous paid Vacation

Paid Sick days

Paid Holidays

Paid Maternity Leave

Paid Parental Leave

Paid Volunteer Time

Short-term Disability plan

Long-term Disability plan

Paid Life Insurance

Financial

401(k) with company matching contributions