We are seeking an Executive Assistant to provide a wide range of administrative support to our Managing Director and Leadership Team.
What you will be doing:
Handle all travel arrangements (flights, hotels, ground transportation) and expense reimbursement for firm-wide travel: organizing itineraries, preparing travel reimbursements, and expense reports.
Maintain Managing Director's calendar including coordinating and scheduling appointments, meetings (with strong follow-up); agenda preparation, meeting materials, and communication with meeting participants.
Facilitate the day-to-day administrative tasks of the Managing Director; compile and submit expense reports, enter bi-weekly time entry; assist with license application and renewals.
Manage and welcome all visitors and interviewees who are meeting with the Managing Director
Prepare and edit correspondence, communication and other documents for distribution to both internal and external audiences
Monitor, screen, respond to and distribute incoming communications
Perform other duties as assigned.
Collaborate with other Executive and Administrative Assistants and may at times provide back-up for them.
Provide relief/back-up to the receptionist.
How you will succeed:
Positive and professional “can-do” attitude with the ability to work with strong personalities.
Excellent organizational, detail and multi-tasking skills; with the ability to manage multiple concurrent tasks, set priorities with ease and be flexible
Must maintain highest level of confidentiality, exceptional judgment, and diplomacy
Must present professionalism and proactivity in both written and verbal communication, as this role is a representation of our Managing Director.
Resourceful and capable of conducting research, strong troubleshooter and problem solver.
Strong proofreading skills for spelling and grammar as well as clarity, layout and accuracy of documents.
Ability to work independently or with little supervision
Proficient skills in Microsoft Word, Excel, Outlook and Power Point.
Strong verbal and written communication skills with those of diverse organizational levels and backgrounds.
Strong working knowledge of basic office equipment.
Must be dependable and punctual.
Experience and Education
A Bachelor's degree from an accredited institution
2 – 4 years of related experience at the Executive Assistant Level and/or managing multiple managers.
Experience working in an Architecture, Design and/or for Commercial Real Estate Firm is strongly preferred.
If interested, cover letter and resume required.
Our firm offers a fun, casual environment with a competitive compensation and benefits package that includes medical, dental, vision, basic life, short-term disability, long-term disability, and voluntary/term life insurance; holidays and paid time off; and 401k enrollment and profit sharing.