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

 

Salary, Benefits, Paid Vacation