Executive Assistant to CEO

Our client, a full-service real estate firm focused on investments, development, & institutional services of retail, multifamily, office & mixed-use properties, w/ offices in Dallas & Fort Worth, has engaged us to place a dynamic, highly sophisticated, polished, professional, detail-oriented, & proactive in the role of Executive Assistant (EA) to the CEO/Founder. The CEO has a lot of demands on his time, & is in need of a strong right hand/gatekeeper & strategic thought partner (over time), w/ an ability to manage multiple priorities in a busy, fast-paced environment. The EA will be entrusted with sensitive & confidential information, displaying the highest level of discretion and trust at all times. This is an on-site role w/ potential for some occasional remote days. Minimal domestic travel. *Please do not contact our client directly.*

This role will be responsible for optimizing the CEO’s time & promoting the corporate image by representing him & the company, internally & externally. The EA will provide administrative, logistical & project management support, & some personal support, allowing the CEO to focus on moving the company’s goals & initiatives forward.

The ideal candidate has a strong intellect, business acumen, positive attitude, dedicated work ethic, high personal standards of integrity, high energy, is confident, courteous, resourceful, & forward-thinking. A keen interest to learn the inner workings of the business, an ability to seamlessly multi-task & identify priorities, as well as work well independently & as a team, is essential in this role.

Hours: 8am/8:30am-5/5:30pm w/ flexibility to stay later on occasion as needed. While there’s minimal need/expectation for after hrs/weekend support, flexibility is needed to receive communications outside of normal business hrs, responding to urgent needs immediately, & prioritizing others accordingly (i.e next business day).

Location: Fort Worth, TX (WestBend area w/ great shopping/restaurants close by)

About the Company: 

Since 1992, they’ve transformed mixed-use properties into vibrant community spaces that adapt to changing needs. Rethinking the future of retail, multifamily, & mixed-use places, they partner w/ commercial real estate owners, investors, retailers & communities to reshape the public landscape, set the next trends, and meet the needs of tomorrow’s residents, consumers & workers. Their success stems from building strong local partnerships & assembling exceptional teams who understand each community’s unique character. Guiding Principles: Create Value * Build Partnership * Have Vision * Engage People * Make a Difference

About the CEO:

As Founder & CEO, he’s led the company through 30 yrs of innovative, community-focused development. Under his leadership, they’ve worked on more than $4.6B & 21M SF of some of the most placemaking-centric retail & mixed-use properties in the US. He’s the driving force behind their collaborative, community-driven approach to development. Pulling from his 40 years of industry experience, he's cultivated a company philosophy that's defined by constant innovation, creating meaningful guest experiences, & long-term thinking. He’s an active participant in the FTW community, sits on the ICSC Board of Trustees & The University of TX Development Board, & is a member of the North TX Commercial Association of Realtors Hall of Fame, the World Presidents’ Organization, & the ULI.

About YOU: 

• You’re a high performer who gets things done w/ a high level of execution, & have a “no task is too small” attitude. 
• You have a figure it out mentality, & know to ask questions when needed.
• You’re tech savvy, forward thinking, intuitive, & try to always remain two steps ahead of your executive’s needs.
• You’re a smart self-starter, proactive, productive, highly organized, & have excellent written/verbal communication skills.
• You’re a strong listener, curious learner, critical thinker, are very resourceful, show initiative, have strong decision-making capability & a proactive approach to problem solving.
• You have strong interpersonal skills w/ a demonstrated ability to work with high-level executives & across the company as a whole.
• You have strong organizational, project management & time management skills, reflecting the ability to perform & prioritize multiple concurrent tasks as the business or executive’s priorities dictate, & don’t need to be micromanaged in order to execute. 
• You have high energy, a calm demeanor, & convey emotional maturity & professionalism.
• You’re driven, confident & diligent, have impeccable attention to detail & strong follow through.
• You’re comfortable with/welcome direct feedback (provided in a kind manner).
• You always have a pen/paper ready to take notes to keep track of tasks/requests, to ensure things don’t fall through the cracks along the way. 
• You provide a courteous & professional point of contact, representing your executive/company in a positive light at all times. 
• You’re honest, display a high level of personal accountability/responsibility, utilizing tact, discretion & good judgment at all times, especially when exposed to confidential/sensitive material. 
• You have the ability to be a good “buffer” & communicate w/ a mix of different personalities, & an ability to “read the room”.
• You’re flexible/adaptable, w/ the ability to pivot as needed.
• You have a good history of job stability w/ strong references.

Key Responsibilities Include (but not limited to): 

• Proactively maintain the CEO’s calendar; manage a complex schedule, ensure seamless coordination, stay at least 2 weeks ahead to minimize last minute changes & avoid schedule conflicts, prioritize the most time sensitive matters as last minute requests arise, understand the priority of meetings, recurring commitments, business vs. personal, provide a time buffer between meetings, ensure all documents are prepared in advance, & keep the CEO well informed of upcoming commitments, providing proactive reminders. 
• Act as a gatekeeper, providing a bridge for smooth communication between the CEO, his direct reports, company staff & outside parties; Liaise w/ departments to understand operational needs/priorities.
• Be a collaborative & inclusive team member who listens to input/feedback, & provide feedback to the CEO.
• Receive, review, & respond to communications in a timely & professional manner.
• Communicate frequently w/ the marketing team on requests submitted for the CEO’s participation & required preparation & feedback. 
• Work w/ all departments to coordinate & meet yearly commitments; expense management, process documentation, contact management systems, systems integration (SharePoint, Box.com, Ring Central Platform)
• Plan/executive the CEO’s travel calendar/arrangements (business/personal) w/ impeccable attention to detail, create detailed travel itineraries, submit related expense reports, & prepare him for all travel as needed (ensure he has tickets, photo ID, passport, itineraries, etc.).
• Monitor the CEO’s email inbox, filtering emails & prioritizing what needs immediate attention while maximizing productivity, & responding accordingly as needed/directed.
• Maintain a basic understanding of projects & stay informed to anticipate the level of involvement by the CEO. 
• Prioritize inquiries/requests while troubleshooting conflicts, & make judgments & recommendations to ensure smooth day-to-day engagements.
• Conference management/support (ICSU, ULI, etc.); Act as a liaison to external advisory board; meeting coordination & planning logistics (location, food, agenda, etc.)
• Coordinate internal/external meetings & calls, including scheduling/logistics, gathering background information, drafting agendas, preparing materials & visual presentations, & sending reminders.
• Attend meetings as requested & take meeting minutes & action items to ensure that follow-through & accountability are maintained.
• Answer the phone, take accurate messages, keep track of CEO’s whereabouts, & handle urgent calls w/ appropriate judgment.
• Assist w/ company event coordination as requested.
• Manage, compose & prepare confidential correspondence, reports, & other complex documents, proofing/editing of all documents to ensure accuracy/consistency.
• Manage sensitive matters w/ a high level of confidentiality/discretion.
• Organize/maintain filing systems, & further refine systems/processes to maximize efficiency. 
• Maintain address/contacts lists, & be proactive in recognizing when to send thank you notes, gifts to personal/professional contacts, & recognizing employee birthdays & employment anniversaries.
• Liaise w/ personal/business associates, philanthropic contacts & clients. 
• Provide PA support as needed.

Experience/Education: 

• 5 years EA experience working in a high-paced environment; 2 years directly supporting C-Suite/high-level executives. 
• In-depth understanding of MS Office Suite; tech savvy; experience w/ PCs.
• Bachelor’s Degree preferred.

Compensation/Benefits: 

• Base Salary: $110-$150k (DOE) annual bonus
• M/D/V
• 401(k) w/ employer match Internal equity 
• Maternity/Paternity Leave
• PTO (15 days) Paid Holidays (10 1 for Bday)
• Employer paid Life/AD&D/STD/LTD
• Company provided laptop (Dell PC) cell phone reimbursement 
• Additional perks: Coffee/Nespresso, healthy snack options, company provided lunch 1x/week, culture event planning throughout the year, & more.

*Successful completion of reference & background checks are required prior to employment.*

Note: We appreciate your interest in this opportunity & review all submissions. Candidates of interest will be contacted via email w/ a questionnaire to further assess potential fit/next steps. Those not selected will have their resume kept on file for future consideration.

TMH/our Clients provide equal opportunity employment, & don’t discriminate w/ recruitment of candidates or employment on the basis of race, color, religion, gender, sexual orientation, age, national origin, marital status, disability, military status, veteran status, or any other characteristics protected by law.