What are the responsibilities and job description for the Executive Assistant & Transaction Coordinator to the President & CEO position at Martin Commercial Properties?
Job Summary
Martin is seeking an experienced, confident, organized and ambitious Executive Assistant & Transaction Coordinator to join our team. This role is critical to the organization providing comprehensive administrative support to the President and CEO with a focus on commercial real estate and business operations of a highly confidential nature.
Key Responsibilities/Job Functions
- Serve as high-level administrative and personal support to President and CEO to include drafting and preparation of business correspondence, commercial real estate documents, spreadsheets, database updates, calendar management and scheduling.
- Proactively manage a complex, high-volume schedule, resolving conflicts independently.
- Manage sensitive financial, personnel, and strategic data with absolute discretion.
- Serve as confidential liaison between company executives, internal management, employees, clients, and guests.
- Function as transaction coordinator for both company and personal real estate matters; managing a wide variety of commercial transactions and timelines from bid to close including preparing RFPs, Leases, Letters of Intent, Purchase Agreements and other requisite documents.
- Lead and foster client communication and interaction to help facilitate closings.
- Develop and track transaction timelines and key dates, finalize and process documents and coordinate multiple schedules to close.
- Research, analyze, organize and present information for reporting purposes; coordinating data from multiple sources for inclusion in reports and presentations.
- Take independent action when handling requests; determine appropriate course of action, intervene where necessary, and act as a liaison between departments.
- Coordinate and assign tasks to coworkers as needed for assistance and completion with executive projects or company reporting.
- Various other projects and responsibilities, as determined and assigned by CEO.
What We Are Looking For
- Smart, sharp with the ability to thrive and deliver in a dynamic, fast paced environment
- Exceptional demeanor and strong work ethic
- Excellent communication and customer service skills
- Detail oriented; precise and accurate with numbers and terminology
- Superior organizational skills and ability to prioritize projects
- Ability to function and make decisions with minimal direct supervision
- Ability to calculate real estate figures - percentages, discounts, commissions
- Paralegal certification and/or legal experience preferred.
Minimum Requirements
- Associate’s degree or equivalent from two-year college. Bachelor’s degree preferred.
- Minimum of 3 years supporting at the Executive level.
- 5 years of related experience preferably real estate and/or legal field.
- Advanced proficiency in Microsoft Office Suite, Excel.
Benefits
- Competitive Salary
- Medical, Dental and Vision Insurance - effective 1st of the month following start
- Paid Time Off
- 8 Paid Holidays
- Life Insurance
- 401(k) and matching
Physical Requirements
Those activities associated with general office work including but not limited to sitting, walking, standing, talking or hearing, for long periods of time. Using hands to write, key, handle, or feel objects, tools, or controls. Other activities include reaching, stooping, kneeling, crawling, crouching, pushing, pulling and lifting.