Executive Assistant to CEO

Job Essentials

• Executive Partnership, Anticipation and Follow-Through
• Serve as a trusted extension of the CEO and CFO
• Develop a deep understanding of priorities, preferences, communication styles, and business objectives
• Anticipate upcoming needs, risks, decisions, and required materials
• Plan several steps ahead and proactively address issues
• Take ownership of executive action items and deliverables
• Document commitments, assign or confirm responsible parties, establish timelines, and drive follow-through to completion
• Maintain a comprehensive view of executive priorities, deadlines, meetings, travel, and strategic initiatives
• Prepare the CEO and CFO for meetings and decisions
• Identify opportunities to improve executive workflows, communication, organization, and decision-making
• Calendar and Schedule Management
• Manage highly complex and fluid calendars for the CEO and CFO
• Prioritize appointments, meetings, conferences, and engagements based on business objectives, urgency, and executive preferences
• Anticipate and resolve scheduling conflicts proactively
• Ensure commitments are followed, respected, and adjusted when business priorities change
• Prepare detailed travel itineraries and monitor travel plans for any changes or delays
• Communication and Correspondence
• Communicate directly with management team and staff on matters related to the executive leader’s initiatives
• Serve as the primary point of contact for internal and external communications with the office of the CEO
• Manage the CEO’s inbox, including responding to messages, drafting emails, organizing the inbox, and highlighting priority emails
• Draft and prepare correspondence, presentations, and reports for executive meetings and other purposes
• Act as a liaison between the CEO and internal/external contacts as necessary
• Project Management, Support and Coordination
• Assist with planning and coordinating investor events or meetings
• Execute special projects and initiatives with skillful oversight and support
• Support the Executive Leadership Team in ad-hoc special projects, including overseeing the creation of pitch decks and presentations
• Proactively anticipate and track critical dates, events, milestones, dependencies, and deadlines
• Prioritize competing needs, respond with urgency and sound judgment, and follow through on projects and commitments to successful completion

Qualifiers

• Bachelor's degree strongly preferred
• Five to ten years of progressive experience supporting C-suite executives, preferably including direct support to a CEO and/or CFO in commercial real estate, investment management, finance, legal, or another fast-paced professional environment
• Intermediate knowledge of Adobe Creative Suite (InDesign, Illustrator, Photoshop, Acrobat Pro)
• Working knowledge of MS Office (Word, Excel, PowerPoint, Visio)
• Advanced proficiency in Microsoft Outlook calendaring, including complex scheduling across multiple executives and stakeholders