We are looking for an individual who shares our core values with a passion for property management and enjoys the fast pace, grow or die work environment! This self-motivated individual will make the team excel and have a strong desire to learn. This individual will also communicate with radical transparency while ensuring the customer comes first, always.

Job description:

The Executive Assistant (EA) will provide executive-level support to the Chief Marketing and Innovation Officer (CMO). They will oversee and manage the flow and exchange of information, streamline interactions and facilitate initiatives on behalf of the CMO. This will include extensive schedule management across multiple time zones, handling travel logistics, responding to emails on behalf of the CMO, learning new technology and software quickly, and acting in a tech-savvy, professional manner as a representative of the CMO. This full-time position requires the candidate to be physically present in the office Long Beach office 5 days a week (remote work is not an option).

Reports to: Chief Marketing and Innovation Officer

Pay rate: $26.00 to $28.00 hourly

Responsibilities:

• Maintain an accurate and detailed calendar for the CMO, manage and log incoming scheduling requests, re-schedule meetings upon request, proactively communicate changes, and anticipate and respond to scheduling conflicts
• Prioritize the CMO's tasks and projects daily, monitor all emails, documents, or materials requiring input and/or approval
• Screen all communications to the CMO, with a particular focus on email management (See Addendum A: “The Email System Process”)
• Draft internal and external communications and correspondence on behalf of CMO
• Oversee the creation of briefing documents, including talking points, event briefings, and media briefings for the CMO with input across teams as required
• Expert in organizing, booking, and executing in-person events such as trade shows, lunches with clients, and quarterly offsite departmental meetings.
• Organize internal and external meetings for the CMO, including notifying attendees, reserving conference rooms, handling logistics, drafting and distributing agendas, and taking minutes
• Collaborate with other administrative assistants to successfully coordinate schedules across teams
• Manage all travel arrangements and reservations for CMO
• Track, reconcile, create and submit monthly expense reports on behalf of CMO promptly
• Provide special project support to the CMO, liaising with the property management team as required
• Perform any other relevant duties as assigned

• Bachelor’s degree from an accredited 4-year university OR equivalent experience (10 years)
• 5 years experience providing high-level support for C-level executives
• Must be super tech-savvy. Including, but not limited to:
• Advanced proficiency in Microsoft 365 (Word, Excel, PowerPoint, Outlook, and MS Teams)
• Demonstrable, proficient knowledge and use of all major social media channels
• The passion and ability to learn and effectively use unfamiliar software within 5 days of initial training.
• Must be an expert at reading, writing, and speaking in English.
• Extremely detail-oriented and well versed in organizational tools and methods
• Outstanding interpersonal skills and telephone etiquette
• Ability to work with high-profile individuals externally and collaborate internally
• Ability to masterfully prioritize projects and action items.
• Ability to work well under pressure and tight deadlines
• Ability to work well in a fast-paced environment
• Ability to consistently apply good judgment to make good and responsible decisions
• Ability to maintain the highest degree of confidentiality regarding all aspects of work at all times
• Must maintain a professional appearance and dress code at all times

Beach Front Property Management, Inc. complies with applicable Federal civil rights laws and does not discriminate on the basis of race, color, national origin, age, disability, or sex. Beach Front Property Management, Inc. does not exclude people or treat them differently because of race, color, national origin, age, disability, or sex.