Executive Assistant
CIM is a community-focused real estate and infrastructure owner, operator, lender, and developer. Our team of experts works together to identify and create value in real assets, benefiting the communities in which we invest. Since 1994, we have grown from a Southern California focus to a diverse team of 900+ employees with projects across the Americas, delivering jobs, comfortable living and working spaces, and sustainable infrastructure.
About the role
The Executive Assistant provides high-volume, high-priority support to a fast-paced senior executive and a team of senior leadership professionals. This role serves as a trusted partner, enabling leadership to operate efficiently by managing complex logistics, anticipating needs, and ensuring seamless coordination across internal and external stakeholders. The ideal candidate is highly organized, proactive, discreet, and thrives in a fast-paced, client-facing environment.
Responsibilities
- Provide comprehensive administrative support to a top-level executive and multiple senior leaders, including calendar management (across multiple time zones), meeting coordination, and travel planning
- Proactively manage and prioritize competing demands, ensuring leaders are prepared for meetings, presentations, and key engagements
- Arrange detailed domestic travel itineraries, including flights, accommodations, and logistics; anticipating travel needs and proactively adjust plans as business priorities shift
- Manage the coordination of meetings including technology and refreshment set-up, preparation of meeting materials (e.g. agenda and presentation), etc.
- Set-up and maintain departmental and/or management files according to established criteria
- Plan corporate events and book related travel
- Prepare and process expense reports
- Reconcile charges to Corporate and/or business credit card(s) and review, approve, code, and process invoices related to departmental expenses including but not limited to: setting up vendors, ensuring appropriate insurance coverage is obtained and submitted, and tracking payments to ensure timely payments
- Serve as a reliable point of contact between executives, internal teams, and external partners
- Handle sensitive and confidential information with the highest level of discretion
- Perform other duties, including special projects, as assigned
Requirements
- Bachelor’s degree and/or related experience preferred
- 5-10 years of experience in an administrative assistant role
- Experience supporting multiple executives simultaneously, with demonstrated ability to prioritize competing demands, preferably within fast-paced environment
- Proven ability to manage complex calendars and logistics at an executive level
- Strong proficiency in Microsoft Office including Outlook, Word, Excel, PowerPoint required
- Experience with video conferencing software is preferred
- Experience with accounts payable software desirable
- Experience with office equipment such as printers, copiers, scanners, mail metering machines
Skills
- Exercises sound judgment and discretion, making timely, well-informed decisions to resolve issues and navigate competing priorities in a fast-paced environment
- Exhibits a strong ownership mindset, consistently responding to requests with urgency and accountability while ensuring tasks and deliverables are completed accurately and on time
- Maintains a professional, polished presence, serving as a trusted representative of senior leadership and positively reflecting the organization in all interactions
- Communicates with clarity and confidence, effectively engaging with stakeholders across all levels of the organization, including senior executives, external partners, and boards of directors
- Handles sensitive and confidential matters with discretion and tact, responding thoughtfully and effectively to complex or high-stakes inquiries and concerns
- Demonstrates strong business acumen
Benefits
- Comprehensive medical, dental, and vision benefit plans
- Health Savings Account with a generous employer contribution
- Company paid life and disability insurance
- 401(k) savings plan, with company match
- Comprehensive paid time off, including: vacation days, 10 designated holidays, sick time, and bereavement leave
- Up to 16 hours of volunteer time off
- Up to 16 weeks of Paid Parental Leave
- Ongoing professional development programs
- Wellness program, including monthly and quarterly prizes
Pay
The anticipated base salary range for the position in New York, NY is $80,000 - $110,000. Actual base salary considers several factors including but not limited to geography, job-related knowledge, experience, and budget. This role is eligible for bonus pay in addition to base salary.