Executive Personal Assistant

Our commercial real estate client is seeking a highly organized, proactive, and detail-oriented Executive Personal Assistant to provide comprehensive administrative support to the CEO. This role requires exceptional communication skills, sound judgment, and the ability to manage both professional and personal matters with discretion. The ideal candidate thrives in a fast-paced environment, anticipates needs, and ensures the CEO’s day-to-day operations run smoothly and efficiently.

Key Responsibilities:

Executive & Administrative Support

• Manage and track billing, payments, and personal finances for a family-owned business
• Oversee payroll schedules and logistics for household staff
• Coordinate complex calendars, including scheduling meetings, appointments, and conference calls
• Serve as a liaison between the CEO and internal/external stakeholders, including clients, vendors, and board members
• Maintain an organized and accessible filing system for both digital and physical records
  
  

Meeting & Event Coordination

• Schedule and coordinate internal and external meetings and special events
• Prepare agendas, meeting materials, and briefing documents
• Record and distribute minutes; track and follow up on action items to ensure completion
  
  

Travel & Logistics Management

• Plan and arrange detailed domestic and international travel itineraries
• Manage logistics including transportation, accommodations, and related documents
• Ensure executives are well-prepared for travel-related engagements
  
  

Communication & Correspondence

• Monitor, screen, and prioritize emails and incoming calls
• Draft, edit, and proofread correspondence, reports, memos, and presentations
• Serve as a professional point of contact on behalf of the CEO
  
  

Financial Administration

• Monitor and reconcile American Express activity for the CEO and support staff
• Ensure timely payments, manage credit card limits, and maintain accurate receipt records
• Compile monthly reconciliation reports for both personal and business expenses
  
  

Office & Vendor Coordination

• Collaborate with the Office Manager to maintain office supply inventory and manage vendor relationships
• Maintain a professional, efficient, and organized workspace for the CEO
  
  

Skills & Qualifications

• Bachelor’s degree in Business Administration, Communications, or a related field preferred
• Prior experience in accounting, bookkeeping, or administrative support is a plus
• Minimum of 5 years of experience as an Executive Assistant or in a similar high-level support role
• Demonstrated ability to manage multiple priorities and shift deadlines
• Exceptional organizational and time management skills
• Strong written and verbal communication abilities
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• High level of professionalism, discretion, and confidentiality
• Strong interpersonal skills with the ability to interact confidently at all levels
• Self-starter with the ability to work independently and anticipate needs