The Managing Principal of a well-established real estate development and investment firm is looking for an Executive Assistant/Office Manager.The firm develops both commercial and residential properties. The role is hybrid: 4 days in office, 1 day remote.
♦Prioritize emails; proactively follow up or bring attention to time-sensitive and urgent matters
♦Maintain both business and personal calendar
♦Schedule meetings
♦Coordinate travel arrangements as requested
♦Catalogue and track the location of art collection and furniture
♦Oversee time and attendance of employees, manage paid time off logs
♦Process health insurance renewals annually
♦Oversee 401(k) administration
♦Distribute or post updated employment regulations as needed
♦Coordinate insurance requirements with insurance broker and Executive Team.
♦Request updated COIs as needed
♦Process renewals, present changes to Managing Principal
♦Scan invoices for retention and forward invoices to managers for approval and coding
♦Enter invoices in financial management software – Sage Intacct
♦Research and respond to vendors issues as needed
♦Some support to the Director of Construction
♦Maintain digital copies of all contracts and related documents.
♦Assist in providing necessary documentation to architects and builders on active projects
♦Enter job cost detail per invoice in Project Management System – ECI/Mark Systems when needed.
♦Ensure parties have necessary information for closings
♦Organize and maintain digital records.
♦Create and maintain shared office calendar in Outlook
♦Prepare, edit, and proofread contracts and other documents as requested
♦Coordinates and completes special projects as assigned by the Executive Team
♦Keep track of office supplies and place orders
♦Negotiate contracts for office services as needed; copier, storage units, internet, cell phones, etc.
♦Point of contact for IT issues, coordinating with IT support
♦Minimum of 5 yearsofexperienceas an executive assistant
♦Bachelor’s Degree a plus
♦Background in real estate development a plus
♦Project management, or real estate software a plus
♦ExcellentMicrosoftOfficeSuiteskills;excellentwrittenandverbalcommunication skills
♦Highly organized and detail-oriented
Salary, Benefits, Paid Vacation