Executive Assistant

Job Summary
The Executive Assistant to the Executives serves as a highly trusted partner and extension of the C-suite at a real estate investment firm. This role is responsible for maximizing the executive’s effectiveness by managing priorities, communications, and logistics while anticipating needs and proactively resolving issues. The EA plays a critical role in supporting executive decision‑making, investor relations, and firm leadership by ensuring the executives is well‑prepared, informed, and focused on strategy, growth, and capital relationships.

Core Responsibilities

Calendar and Administrative Support

• Serve as a strategic gatekeeper for the executives, managing complex and dynamic calendars to prioritize high‑impact internal, investor, board, and external meetings.
• Make informed decisions regarding scheduling conflicts, meeting urgency, and time allocation to protect the executive’s focus.
• Anticipate upcoming commitments and proactively prepare the executives with briefings, context, and materials.

Travel Management

• Coordinate all aspects of the executive’s domestic travel, including flights, hotels, ground transportation, meeting locations, and dining arrangements.
• Create detailed, well‑organized travel itineraries that account for time zones, meeting transitions, contingencies, and personal preferences.
• Monitor travel in real time and proactively adjust plans in response to delays, cancellations, or changing priorities.
• Coordinate logistics for multi‑city investor trips, property tours, conferences, and roadshows.
• Arrange visas, travel documentation, and compliance requirements as needed.
• Prepare the CEO for travel by ensuring materials, presentations, and technology needs are in place ahead of departure.
• Serve as the primary point of contact during travel for urgent issues or last‑minute changes.

Communications & Stakeholder Interface

• Manage and triage inbound communications on behalf of the CEO, including email, calls, and requests from investors, lenders, board members, and senior leaders.
• Draft, edit, and coordinate executive‑level correspondence, talking points, and follow‑ups.
• Act as a professional liaison between the CEO and internal teams, external partners, and advisors, ensuring clarity and follow‑through.

Board & Executive Meeting Support

• Coordinate logistics and preparation for board meetings, annual meetings, and leadership offsites.
• Track action items, deadlines, and materials needed for these meetings.

Office & Firm Operations

• Maintain organized electronic and physical filing systems for executive records, contracts, and confidential documents.
• Identify opportunities to improve administrative processes, workflows, and executive efficiency.
• Help ensure the office is well-maintained including office supplies and beverages and snacks.

Confidential & Special Projects

• Handle highly confidential and sensitive information with the utmost professionalism and judgment.
• Support ad hoc strategic projects, research requests, or internal initiatives as directed by the CEO.
• Identify opportunities to improve workflows, systems, and processes that enhance executive and firm efficiency.

Qualifications

Experience & Education

• Bachelor’s degree preferred or equivalent professional experience.
• 5 years of experience supporting a CEO or senior executive in real estate, private equity, finance, or a fast‑paced professional services environment.

Skills & Competencies

• High energy and enthusiasm
• Exceptional organizational and prioritization skills with the ability to manage competing demands.
• Strong executive presence, judgment, and discretion.
• Excellent written and verbal communication skills.
• High proficiency with Microsoft 365 (Outlook, Copolit, Word, Excel, PowerPoint), other AI agents and executive scheduling tools.
• Comfort working independently, making decisions, and anticipating needs without constant direction.

Attributes for Success

• Proactive, detail‑oriented, and solutions‑focused.
• Calm under pressure with the ability to adapt to rapidly changing priorities.
• Trustworthy, loyal, and comfortable operating in a high‑visibility, high‑confidentiality role.
• Naturally inclined to “think ahead” and remove friction from the CEO’s day.

Pay: $65,000.00 - $85,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Vision insurance

Education:

• Bachelor's (Preferred)

Experience:

• Executive administrative support: 5 years (Required)
• Microsoft Outlook: 5 years (Required)
• Microsoft PowerPoint: 5 years (Required)
• Microsoft Excel: 5 years (Required)
• AI models: 1 year (Preferred)
• Microsoft Word: 5 years (Required)
• Communication skills: 5 years (Required)

Work Location: In person

Salary : $65,000 - $85,000