Executive Assistant to Chief Executive Officer

The Select Group of Real Estate Companies is seeking an exceptional Executive Assistant to support our President & CEO. This is not a traditional administrative position. We are looking for a highly organized, proactive, and business-minded professional who thrives in a fast-paced executive environment and enjoys helping leaders operate at their highest level. 

The Executive Assistant serves as the trusted partner to the President, managing priorities, coordinating communication, driving accountability, and ensuring organizational initiatives move forward. This individual will work closely with senior leadership across multiple states and affiliated companies while maintaining the highest level of professionalism, discretion, and confidentiality. 

In addition to supporting the President's business responsibilities, this role will also provide high-level personal executive assistance. Responsibilities include coordinating travel, assisting with personal financial organization and documentation, managing records and correspondence related to mergers and acquisitions, supporting the administration of real estate investments and properties, and handling other confidential personal matters with the same level of professionalism, accuracy, and discretion expected in the executive office. 

The ideal candidate anticipates needs before they arise, communicates exceptionally well, manages competing priorities with ease, exercises sound judgment, maintains absolute confidentiality, and enjoys solving complex problems while serving as a trusted extension of the President's office. It is expected that this position will require more than 8 hours per day and ability to work weekends when necessary.  

Key Responsibilities: 

• Executive Leadership Support 
• Serve as the primary strategic administrative partner to the President & CEO. 
• Manage the President's business and personal priorities while exercising sound judgment and absolute confidentiality. 
• Anticipate needs, proactively resolve issues, and ensure the President is prepared for all meetings, events, and commitments. 
• Act as a trusted extension of the President's office in interactions with executives, employees, vendors, business partners, and external stakeholders. 

Executive Calendar & Time Management: 

• Manage an extremely complex executive calendar, balancing business and personal commitments. 
• Prioritize meetings based on strategic importance and business impact. 
• Coordinate meetings across multiple companies, brands, states, and time zones. 
• Schedule and coordinate board meetings, executive meetings, leadership sessions, and confidential discussions. 
• Protect executive focus time while ensuring critical matters receive immediate attention. 
• Prepare daily schedules, briefing materials, agendas, and supporting documentation. 

Executive & Personal Communications: 

• Manage incoming correspondence, phone calls, and executive communications. 
• Draft professional emails, letters, presentations, announcements, and confidential correspondence. 
• Screen communications and prioritize matters that require executive attention. 
• Coordinate communications with senior leadership, franchise owners, branch leaders, attorneys, accountants, financial advisors, vendors, and strategic partners. 
• Maintain the highest degree of confidentiality regarding business and personal matters. 

Personal Executive Support 

• Coordinate the President's personal calendar and appointments as requested. 
• Arrange personal and business travel, including flights, accommodations, transportation, itineraries, dining reservations, and special accommodations. 
• Assist with the organization and coordination of personal financial records, statements, documentation, and communications with financial advisors and accountants. 
• Maintain confidential files related to personal investments and financial matters. 
• Coordinate documentation, meetings, due diligence materials, and communications related to mergers, acquisitions, and other strategic investment opportunities. 
• Assist with the organization and administration of personal real estate holdings, including property files, leases, insurance documents, maintenance coordination, vendor communications, and transaction records. 
• Coordinate with attorneys, escrow officers, lenders, contractors, and other professionals on behalf of the President. 
• Handle confidential personal projects and special assignments with professionalism and discretion. 

Project & Strategic Initiative Management 

Help Coordinate and monitor executive initiatives including: 

• Company acquisitions 
• Mergers and integration projects 
• Strategic partnerships 
• Leadership initiatives 
• Technology implementations 
• Company-wide operational projects 
• Executive priorities and special assignments 

Maintain project timelines, monitor progress, identify obstacles, and ensure accountability across multiple stakeholders. 

Meeting Management:

• Prepare agendas and supporting materials for executive meetings. 
• Attend meetings when requested. 
• Record meeting notes and action items. 
• Assign follow-up responsibilities. 
• Track outstanding tasks through completion. 
• Ensure commitments made by leadership are completed on schedule. 

Executive Reporting:

Prepare and maintain executive reporting including: 

• Executive dashboards 
• KPI scorecards 
• Recruiting reports 
• Financial summaries 
• Operational reports 
• Leadership presentations 
• Board materials 
• Strategic planning documents 

Event & Travel Coordination: 

Coordinate executive and travel, including: 

• Flights 
• Hotels 
• Ground transportation 
• Meeting schedules 
• Travel itineraries 
• Expense reporting 

Help Coordinate executive events including: 

Leadership meetings 

• Annual Summit 
• Board meetings 
• Executive retreats 
• Vendor meetings 
• Corporate events 
• Awards programs 
• Special executive functions 

Document & Records Management 

Maintain secure and organized files including: 

• Corporate contracts 
• Legal agreements 
• Board documents 
• Executive presentations 
• Policies and procedures 
• Personnel records 
• Merges and acquisitions documentation
• Confidential financial information 
• Personal financial and real estate records 

Ensure proper control, organization, retention, and security of all confidential documents. 

Relationship Management: 

Develop and maintain strong working relationships with: 

• Executive Leadership Team 
• Regional Vice Presidents 
• Branch Leaders 
• Franchise owners 
• Attorneys 
• Accountants 
• Financial advisors 
• Banking partners 
• Vendors 
• Strategic partners 
• Real estate professionals 
• Property managers 
• Contractors 

Represent the President with professionalism, integrity, diplomacy, and discretion at all times. 

Qualifications 

Required: 

• Bachelor’s Degree or greater. 
• Minimum of five years supporting a C-level executive, business owner, or high-net-worth individual in an executive assistant, chief of staff, family office, or similar role. 
• Exceptional organizational and time management skills. 
• Outstanding written and verbal communication abilities. 
• Advanced proficiency in Microsoft Office 365, including Outlook, Excel, PowerPoint, Word, Teams, and SharePoint. 
• Experience in managing highly confidential business and personal information. 
• Strong project coordination and follow-through skills. 
• Ability to manage multiple priorities while meeting deadlines. 
• Excellent judgment, discretion, and problem-solving abilities. 

Preferred 

Experience with: 

• Legal experience and/or education 
• Mergers & acquisitions coordination 
• Real estate transactions and property administration 
• Financial document organization and reporting 
• Contract administration 
• Project management software 
• CRM platforms 
• Power BI 
• The real estate industry 

Desired Personal Characteristics: 

• Exceptionally organized 
• Highly trustworthy 
• Discreet and confidential 
• Self-motivated 
• Detail-oriented 
• Resourceful 
• Calm under pressure 
• Adaptable 
• Professional in all interactions 
• Service-oriented 
• A critical thinker with excellent judgment 
• Able to anticipate needs before they arise 

Employment Status 

Full-Time | Exempt – In-Office position, in Yuba City, CA Corporate office. 

Compensation 

The anticipated annual salary range for this position is $75,000–$90,000, depending on experience, qualifications, and demonstrated ability. While the typical starting salary for this position is $75,000, highly qualified candidates with exceptional experience may be considered for compensation above the starting salary.