The CEO of a real estate management firm that has been in business for over 50 years is looking for an Executive Assistant. The current EA has been in the role for 16 years and is retiring. The EA works in conjunction with another Executive Assistant, who has been with the firm for 20 years. The role is 5 days in office. The company has 465 employees.

 

About the Job:

•   Oversee financials: be the point of contact with the family office. Make sure transactions are completed and accurate (wires, credit lines, etc).

•   Open mail for and scan important docs into the system.

•   Process manual checks and make deposits.

•   Interface with banks to support account openings and transfers

•   Be point of contact for administrative matters for management companies

•   Produce monthly balances report.  

•   Be the point of contact with ADP.

•   Provide reports and documentation as needed by COO

•   Pull financial data and create spreadsheets in Excel

•   Review financial reports

•   Keep track of bank accounts and make sure funds are where they should be and execute transfers

•   Approve invoices for the business – be in the workflow

•   Hire and supervise vendors and contractors for repairs, building and renovations for the MD’s 4 properties and manage bills in concert with FO

•   Assist the transition to upgrade systems and technology

•   Interface with family members of CEO.

 

 

About You:

•   Minimum of 7 years of experience supporting a C-level executive

•   BA/BS from a college or university a plus

•   Excellent Microsoft Office skills (Word, Excel, PowerPoint and Outlook)

•   Adept at creating Excel spreadsheets

•   Strong communication skills: written and verbal

•   Knowledge of QuickBooks a plus – will train

•   Understand the importance of confidentiality and trust when supporting an MD

•   Dynamic and proactive comfortable in a fast-paced environment.

•   Polished, professional demeanor and the gravitas to interact with high-level executives

•   Outstanding communication skills

 

Salary, Benefits (80% of individual and family medical paid by employer), 401K w/ 25% match, PTO days Hours: 8-4 or 8:30-4:30 (assumes no lunch time - schedule can be modified if lunch time is preferred).