What are the responsibilities and job description for the Executive Assistant to Chief Executive Officer position at C-SUITE ASSISTANTS?
A successful real estate firm is looking for an Executive Assistant to the CEO. The current EA has been there for 10 years and is retiring and will assist with training and transitioning the new assistant.
About the Job:
- Schedule and organize meetings, make travel arrangements, and assist the CEO in the management of his schedule and calendar.
- Conduct research, prepare reports, and handle information requests, prepare correspondence, receive visitors, arrange conference calls, and schedule meetings.
- Monitor emails and answer phone. Take messages or field/answer all routine and non-routine questions including calls from politicians and non-profit organizations.
- Open, sort, and distribute incoming correspondence, submissions, reports including faxes and determine priority level.
- Take notes at Board meetings, file and retrieve corporate documents, records, and reports.
- Track political and other contributions/donations.
- Handle confidential and non-routine information.
- Prepare agendas and plans, coordinating catering for luncheons, for committee, board, and other meetings.
- Prepare Board member packages and attend meetings to record minutes.
- Handle phone inquiries from investors and respond as instructed by the CEO/President.
- Assist with the quarterly investor reports and distribution checks mailing.
- Serve as notary for various company related businesses.
- Track and maintain Company vehicles and keep registrations up to date insurance, inspections, etc.
- Assist with Partnership modifications, revise terms of partnership agreements and work with legal to finalize.
- Provide administrative support, coordinate and assist legal with litigation preparation.
- Support administrative needs for the Executive Team and other departments as needed.
- Arrange travel plans, flights, maintain spreadsheet with flight hours (private jet) for auditors and arrange transport at destination.
- Coordinate travel arrangements for guests from airport to villa and assistance through immigration and customs.
- Pay household accounts utilizing QuickBooks, approve timesheets, monitor personal household bank accounts and reconcile company credit card use for household.
- Coordinate services and contracts for household
- Assist, coordinate and complete administrative duties for owner’s family members.
- Manage the Villa, maintain inventory of appliances, linens, kitchen/dining ware, garden equipment, golf carts and ensure all is in working order.
- Manage household staff, handle requests, attendance, performance, bonuses, uniforms, grievances and other tasks as needed.
- Liaise and orchestrate with Villa Management company regarding staff issues, reconcile Management Company monthly bills and approve payments up to spending limit as needed.
- For villa in Jamaica:
- Villa Management for guest experience.
- Maintain rental calendar and work with Villa Management Reservations teams for reservations.
- Liaise and orchestrate with ground management, landscaping, building contractor, maintenance staff.
- Coordinate purchases to be taken to Jamaica on company charter.
- Act as a manager and liaison for special projects relating to residences in Virginia and Jamaica.
- Other duties as assigned.
About You:
- Minimum of 15 years of experience in a related support position
- BA/BS from a college or university
- Excellent Microsoft Office skills (Word, Excel, PowerPoint and Outlook)
- Dynamic and proactive comfortable in a fast-paced environment.
- Polished, professional demeanor
- Proactive go-getter; no task is too big or too small
- Outstanding communication skills
Salary, Bonus, Benefits (medical, dental, vision), Paid Vacation, 401k, Free Parking
Salary : $120,000 - $130,000
