Executive Assistant to the Chief Development Officer (1133)

About the role

The Executive Assistant (EA) provides comprehensive support to the Chief Development Officer and the development team, handling a wide range of administrative and executive-level tasks in a fast-paced environment.

Responsibilities

• Answer telephones, take messages, and manage correspondence.
• Manage calendars, schedule appointments, and coordinate meetings and travel arrangements.
• Prepare, organize, and maintain real estate, legal, and financial forms and documents.
• Order supplies, mail newsletters, distribute reports, and maintain electronic and paper filing systems.
• Update information on data and operating systems, generate reports, and attend meetings to discuss current and future projects.
• Provide executive-level support, including prompt and courteous communication with internal staff and external clients such as architects, engineers, contractors, investment partners, lenders, and attorneys.
• Serve as a liaison between departments (development, accounting, operations, compliance, IT) and external stakeholders.
• Take meeting notes, deliver messages, and ensure follow-up on action items.
• Complete bookkeeping tasks, including expense reports and corporate credit card receipts, and manage confidential credentials.
• Coordinate meetings by organizing agendas, taking confidential minutes, and distributing follow-up actions.
• Prepare correspondence, briefing packs, reports, and papers.
• Organize office functions, activities, and communications to ensure efficient workflow.
• Support team building and positive relationships across the organization.
• Work independently on special projects, both recurring and non-recurring.
• Some travel may be required.

Requirements

• 2-3 years’ experience as a high-level professional Executive Assistant.
• Experience in Business Administration, Accounting, Real Estate, Contracts, Legal, or Construction preferred.
• Excellent verbal and written communication skills.
• Exceptional organizational skills and ability to manage confidential information under tight deadlines.
• Proficiency in Microsoft Excel, Word, PowerPoint, Outlook, Teams, and other web technologies such as RealPage and Workfront.
• Experience working with executive-level staff.
• Strong people skills, attention to detail, and ability to multi-task in a dynamic environment.
• Demonstrated integrity, trustworthiness, and ability to work independently and confidentially.
• Service-oriented, mature, and capable of juggling multiple priorities with shifting agendas.

Core Competencies

• Mission Alignment: Demonstrates a clear understanding of and commitment to the organization’s mission, vision, and standards of excellence.
• Respect & Inclusion: Values diversity, respects individual choices and perspectives, and treats all people with dignity, fairness, and respect.
• Integrity & Professionalism: Acts with honesty, credibility, and adaptability within the scope of responsibilities.
• Policy Adherence: Understands, interprets, and consistently upholds organizational policies and procedures.
• Skillful Execution: Applies a broad range of knowledge, skills, and attributes to achieve high-quality outcomes.