Executive Assistant/Office Manager

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Job description

We are working with a well-funded and established real estate development company that's working on a massive project in Boston. The project will run over 7 years and exceed $550M. They are seeking a dynamic Office Manager/Executive Assistant to join them as a critical member of their team.

You will be joining an exceptionally friendly and hardworking team that is changing the landscape of Boston that will have an immeasurable positive effect on the community.

Duties:

• Thorough oversight, direction, and streamlining of all practice processes and operations, including phone calls and emails, to maximize performance and practice operational and financial efficiency
• Thorough oversight and direction of the day-to-day schedules of everyone in the office as well as visitors, which can include team members visiting from other offices, visiting equity partners, members of the construction team, and others
• To lead in a positive and productive way
• Thorough oversight, direction, and participation in the execution of all practice wide KPIs, performance, and corresponding goals
• Oversight and optimization of overhead expenses (in line with departmental needs and performance)
• Third-party vendors management
• Office systems management and optimization
• Coordination and handling of payroll and payroll logistics
• Enforcing the upholding of office policies and guidelines
• Ensuring that staff welfare and morale is high, including weekly and quarterly team meetings

Responsibilities:

• Support office's staff
• Primary point of contact for team members visiting from other offices
• Primary point of contact for visiting Equity Investors
• Maintain projects updated with proposals and specifications
• Plan, support, and implement logistics for office events
• Plan, support and manage travel and assist in booking when needed
• Manage overall administrative activities and tasks for the office
• Maintain day-to-day operations of office facilities and inventory, including supervising the maintenance and alteration of office areas and equipment such as the layout, arrangement and housekeeping of office facilities; and purchasing office supplies, furniture, office equipment etc. for the entire staff
• Ensure that all clients are accurately invoiced and manage receipt of payments
• Complete administrative errands as assigned
• Establish and maintain external relationships with vendors, clients, and consultants
• Prepare reports and presentations in support of the office staff
• Liaise with employees and management
• Manage customer support on services, as needed. Connect clients with the correct department if/when needed
• Maintain and order office supplies when necessary
• Assist staff when possible and necessary
• In charge of over overall office administration
• Prepare Documents for Project Manager

Qualifications:

• Minimum three years of professional/in-office management or Executive Assistant experience
• Experience interfacing with high-level executives, preferably C-suite
• Associates Degree or Bachelor's preferred
• Must have strong skills in organization and planning, demonstrated ability to work independently and exercise sound judgment and problem solving
• Proven ability to manage projects
• Ability to prioritize tasks, exercise sound judgment and confidentiality with sensitive information
• Excellent communication, interpersonal, and presentation skills
• Must have strong communication and customer service skills
• Business writing skills is a plus but not required
• Must be technically proficient word Microsoft Office Suite, especially Excel

Compensation:

Competitive Base Salary & Annual Bonus