What are the responsibilities and job description for the EXECUTIVE ASSISTANT position at MCGlinchey Stafford?
Summary
The Executive Assistant provides comprehensive support to the Chief Operating Officer (COO) and Chief Investment Officer (CIO) at our corporate office. This role is integral to the efficiency and success of our executive team, requiring exceptional attention to detail, communication skills, and the ability to anticipate needs. The ideal candidate will thrive in a fast-paced environment, adeptly manage multiple priorities, and demonstrate a high level of professionalism and discretion.
Essential Duties and Responsibilities include the following :
- Answers and responds to phone calls and communicates messages when necessary.
- Manages schedules, including calendars, scheduling appointments, conference rooms, conference lines, etc.
- Manages travel and expense reports.
- Manages communication by drafting, reviewing, and sending internal and external written communications and liaising with internal team members and external constituencies (including, for example, executives, peers, and vendors) on various projects and tasks.
- Updates company and departmental SharePoint pages to reflect updated activities, policies, news, upcoming events, etc.
- Assists in management of BloomGrowth Entrepreneurial Operating System (EOS) software, including running software during applicable meetings, documenting meeting activities, and updating BloomGrowth accountability chart and company / team priorities.
- Gathers information and prepares reports and presentations using Excel, Word, PowerPoint, Adobe, and other software products. Must have a strong working knowledge of these programs and the ability / aptitude to quickly learn new software products.
- Provides assistance with corporate events.
- Works closely with the COO and CIO to inform / remind them of upcoming commitments and responsibilities. Anticipates their needs in advance of meetings, conferences, etc.
- Manages Outlook email accounts for COO and / or CIO by prioritizing messages for executives and responding when necessary.
- Tracks action items and follows up on outstanding tasks to ensure timely completion.
- Exercises discretion and judgment to keep proprietary business information, data, transactions, and correspondence confidential.
- Utilize AI to conduct research, enhance and streamline processes, etc.
- Assist / provide support to other team members reporting to the COO and CIO when required. Includes willingness to provide administrative assistance and / or take on one-time and recurring special projects.
- Prepares conference rooms for meetings, including setting up applicable technology, ensuring required supplies are present, and providing refreshments.
- All other duties as assigned.
Must hold a valid driver's license and have reliable transportation for travel to and from work and running errands, as needed.
Competencies
Supervisory Responsibilities
Physical Requirements
The physical demands described here represent those that an employee must meet to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. Regular attendance at work is an important function for the employee to complete daily tasks at the property site as well as interact with prospective clients, vendors, residents, and employees on a daily basis.
Basic Skills
Preferred skills
Social Skills :
Computer & Electronics :
