Senior Executive Assistant

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.