Hybrid Executive/Personal Assistant to Founder of RE Developent Firm
The Managing Principal of a well-established real estate development and investment firm is looking for an Executive Assistant/Office Manager. The firm develops both commercial and residential properties. The role is hybrid: 4 days in office, 1 day remote. About the Job:
- Prioritize emails; proactively follow up or bring attention to time-sensitive and urgent matters
- Maintain both business and personal calendar
- Schedule meetings
- Coordinate travel arrangements as requested
- Catalogue and track the location of art collection and furniture
- Oversee time and attendance of employees, manage paid time off logs
- Process health insurance renewals annually
- Oversee 401(k) administration
- Distribute or post updated employment regulations as needed
- Coordinate insurance requirements with insurance broker and Executive Team.
- Request updated COIs as needed
- Process renewals, present changes to Managing Principal
- Scan invoices for retention and forward invoices to managers for approval and coding
- Enter invoices in financial management software - Sage Intacct
- Research and respond to vendors issues as needed
- Some support to the Director of Construction
- Maintain digital copies of all contracts and related documents.
- Assist in providing necessary documentation to architects and builders on active projects
- Enter job cost detail per invoice in Project Management System - ECI/Mark Systems when needed.
- Ensure parties have necessary information for closings
- Organize and maintain digital records.
- Create and maintain shared office calendar in Outlook
- Prepare, edit, and proofread contracts and other documents as requested
- Coordinates and completes special projects as assigned by the Executive Team
- Keep track of office supplies and place orders
- Negotiate contracts for office services as needed; copier, storage units, internet, cell phones, etc.
- Point of contact for IT issues, coordinating with IT support
About You:
- Minimum of 5 years of experience as an executive assistant
- Bachelor's Degree a plus
- Background in real estate development a plus
- Project management, or real estate software a plus
- Excellent Microsoft Office Suite skills; excellent written and verbal communication skills
- Highly organized and detail-oriented
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