Job Description

Position: Senior Executive Assistant

Number of hours : 40 hours/week

Schedule: EST

Tasks:

Executive Support

• Coordinate and manage the CEO’s calendar/daily agenda, including meetings, appointments, and travel arrangements.

• Prepare meeting agendas, documents, and presentations; take minutes during meetings and follow up on action items.

• Handle the CEO’s correspondence, prioritize emails, draft responses, and manage communication with internal and external stakeholders.

• Organize and maintain electronic filing systems, ensuring easy retrieval of documents.

• Help plan and organize personal and business travel arrangements, including accommodations and itineraries.

• Maintain clients’ database

• Maintain the highest level of confidentiality with all sensitive information.

• Create presentations and reports, as assigned

Financial Tasks

• Assist in preparing and reviewing financial reports, budgets, and forecasts.

• Monitor and manage the CEO’s expenses, including processing reimbursements and tracking expenditures.

• Analyze financial data and create reports to support decision-making processes.

• Prepare materials for investor meetings, manage communication with investors, and support fundraising activities.

Real Estate Tasks

• Assist with the management of the company’s real estate portfolio, including leases, property maintenance, and tenant relations.

• Conduct market research and analysis to support real estate investment decisions.

• Support due diligence processes for real estate acquisitions and dispositions.

• Review and manage contracts related to real estate transactions, ensuring compliance and timely renewals.

Strategic Support

• Manage special projects and initiatives as assigned by the CEO.

• Assist in the development and implementation of the company’s strategic goals and objectives.

• Act as a liaison between the CEO and other executives, employees, remote team, and external stakeholders.

• Prepare and present reports on key business metrics, project status, and strategic initiatives.

Requirements:

• Proven work experience as an Executive Assistant or other relevant roles

• Experience working with Finance and Real Estate

• Familiarity with current technologies, like desktop sharing, cloud services, and VoIP (GSuite, Microsoft Office Suite, Zoom, Slack, Asana, Notion, etc.)

• Proficiency in office software (e.g., Microsoft Office and Google Workspace).

• Excellent organizational and time-management abilities.

• Strong written and verbal communication skills.

• Knowledge of online calendars and scheduling (e.g. Google Calendar)

• Excellent phone, email, and instant messaging communication skills

• Experience with basic social media management

• Experience with basic digital marketing and content creation

• Experience with client-facing tasks and handling phone calls

• Invoicing system

• Help with accounting and appointment setting

• Managing inbox and website and inquiries

• CANVA proposals

• Ability to manage multiple tasks and prioritize effectively.

• Discretion and confidentiality in handling sensitive information.