Description

McWhinney is a privately held full service real estate development, investment, and management company with a team of highly talented associates. We are passionate about creating great places for people and providing fabled experiences. We are "evergreen," which means that we constantly strive to prosper in all phases of the real estate cycle. At McWhinney, we attract and retain the best and brightest in the industry and are constantly building our team to achieve our goals.

Position Summary: The Part-Time Executive Assistant provides support to the Chief Investment Officer and Director of Accounting for the McWhinney Family Office with sustained multi-tasking in a fast-paced and dynamic environment. The Executive Assistant will manage conflicting priorities with ease, understand the value of time management for the executives they support as well as effortlessly work with internal teams to document and reinforce departmental procedures. Please note: This position is part-time at 20 hours per week. This is a hybrid position with Mondays in office, Tuesday-Thursday work from home or as approved by supervisor.

Key Responsibilities: 

• Coordinate and manage executives’ schedules to maximize use of time. Prioritize and handle matters quickly and efficiently. Set up meetings internally as well as externally with high level executives and board members, representing the company in a professional manner.
• Communicate directly and on behalf of the executive with others as directed, providing effective and timely communication.
• Manage the flow and handling of highly confidential, sensitive, and proprietary information.
• Serve as backup to others as needed.
• Support includes scheduling, calendaring, coordinating travel, record keeping and database reporting (Paylocity).
• Maintain an accurate and detailed calendar for executives, manage incoming scheduling requests, re-schedule meetings upon request, proactively communicate changes, and anticipate and respond to scheduling conflicts
• Track and reconcile monthly credit card statements and complete and submit expense reports in a timely manner
• Manage mail and email as directed.
• Assist executives with special projects as directed. 
• Review and approve invoices as backup to workflow.
• Provide meeting backup data as needed and arrange amenities for the same. 
• Ensure correspondence is accurate, complete and handled properly.
• Demonstrate poise and tact under pressure and handle matters with sound judgement and confidentiality.
• Partner with other associates on internal event planning. 
• Forward-thinking and flexible in ability to handle changes in direction of projects with ease.

Pay Range: $40 -$50 per hour, plus bonus

Requirements

• Bachelor’s degree strongly preferred
• 5-10 years of high-level administrative assistant or executive assistant experience; legal assistant work preferred
• Strong attention to details and possesses excellent time-management skills
• Excellent Customer Service Skills to foster and build strong and trusting internal and external relationships
• Advanced skills using Microsoft Office Suite and QuickBooks Online
• Must be highly organized and a self-starter eager to engage, collaborate, and be highly capable of managing multiple projects in a fast-paced environment
• Eager for growth and personal development
• Ability to handle a variety of assignments at one time and complete assignments accurately and on time. Prioritization skills are a must in this role. Ability to make decisions quickly and work independently
• Demonstrated ability to work in a team environment with other administrative assistants and staff to support the leadership team of an organization
• Ability to maintain the utmost confidentiality in handling highly sensitive information
• Ability to operate under pressure and maintain strong interpersonal skills
• Presents a professional image in representing executives both internally and externally in person and in written/phone communication
• Able to apply a systematic approach to action items and deadlines
• Demonstrated effective, complete, and timely communications
• Event planning skills for small and larger events working with restaurants, meeting venues, hotels and transportation companies both local and in other cities
• Experience within the real estate or construction industry is preferred
• Presents a professional image in representing executives both internally and externally in person and in written/phone communication

Benefits:

We offer a generous paid time off plan that includes a week off between Christmas and New Year’s! 

This job description is intended to provide a general overview of the position. It is not designed to be a comprehensive nor detailed description of all the responsibilities and accountability of the role. As an agile company, our positions can and do change based on the business need of the organization.

McWhinney is committed to the principle of equal employment opportunity for all associates. All employment decisions at McWhinney are based on business needs, job requirements and individual qualifications. All applicants will be considered for employment without attention to age, race, color, sex, sexual orientation, gender identify, national origin, veteran or disability status.