Job Description
A successful real estate development firm is looking for an Executive Assistant to support the Co-Directors. The current EA has been there for 20 years. There is a dog that comes to the office.
About the Job:
- Vet and prioritize the CEO’s emails and draft responses and compose correspondence, manage executives' Outlook contacts
- Handle confidential and sensitive information with discretion
- Screen incoming phone calls delivering detailed, timely messages to the appropriate parties
- Maintain calendars, set appointments, and send email reminders
- Track executives' schedules and requests during their travels
- Inform all department heads of executives' schedules in advance
- Update company profile letters regularly
- Schedule internal and external meetings—including logistics, agendas, and communication
- Distribute accounting reports to executives on a daily, weekly, and monthly basis,
- Coordinate complex travel arrangements; frequent domestic and international travel, including private air charters. Reserve airline tickets, hotels, event tickets, car rentals, and arrange special transportation services for executives. Manage credit card accounts and activities for owners and family members.
- Monitor and record frequent flyer mileage and credit card award points
- Sort personal bills, review and code them for payment. Manage credit card accounts, track medical and dental bills, coordinating with insurance companies. Send to accounting for payment. Obtain FSA reimbursements for enrolled executives
- Monitor and record personal contributions to charities and political candidates
- Coordinate and delegate the procurement, sale, maintenance, and repairs of executives' vehicles in collaboration with the insurance department.
- Act as an intermediary between executives and the Risk Manager regarding claims, autos, and homes
- Purchase business and personal gifts
- Arrange overnight delivery of documents to executives at their homes, hotels, or other locations.
- Manage confidential files, including E-filing.
- Schedule repair and service vendors for residences
- Make dinner reservations and fulfill requests for beverages, snacks, breakfast, and lunch
- Special projects assigned by executives including research
- Manage family projects for executives' relatives
- Retrieve weekly petty cash and make bank trips as needed
- Perform local errands for executives when Office Services is unavailable
- Oversee and ensure the maintenance and restocking of the executive kitchen, including beverages, coffee, supplies, and dishwasher management
- Ensure all office equipment and supplies are properly stocked in the executive area, including the fax machine, copier, and printer
- Maintain and update executive biographies regularly
- Organize and plan details for various end-of-year meetings.
- Serve as back up EA for 3 additional C-Suite executives as necessary
- Off-hour availability required including weekends
About You:
- Minimum of 5 years of experience in a related support position
- BA/BS from a college or university
- Excellent Microsoft Office skills (Word, Excel, PowerPoint and Outlook)
- Experience with SharePoint a plus
- Comfortable around dogs – there is a dog that comes to the office
- Possess a valid CA driver’s license and being willing to use a personal vehicle for local errands are necessary for this position. Company will reimburse for mileage and travel time
- Polished, professional demeanor
- Proactive go-getter; no task is too big or too small
- Outstanding communication skills – written and verbal
Salary, OT, Benefits (medical, dental, vision), Paid Vacation, Free Parking, 401K
Hours: 8:30 AM-5:30 PM
Job Tags
Local area, Night shift,