Executive Assistant

Role Overview

The Personal Assistant provides personal and administrative support, ensuring day-to-day matters are handled smoothly, efficiently, and with discretion. The role includes administrative support, scheduling, household and vendor coordination, property-related matters, errands, marketing-related tasks, documentation and filing, and general organizational support. The position requires a highly organized, detail-oriented, and reliable individual who is comfortable managing administrative tasks, technology, scheduling, household coordination, and general oversight. The role offers hands-on experience in executive-level administration and communications within various small-scale real estate and legal operations.

Primary Responsibilities

• Develop and implement solutions for corporate organization and communication
• Correspond between corporate legal and management teams and the business owner
• Monitor and organize emails, messages, and correspondence
• Assist with oversight and organization related to property maintenance and construction projects
• Manage calendars and appointments
• Coordinate travel arrangements and itineraries as needed
• Assist with administrative tasks, including document preparation, filing, expense tracking, accounting, legal administration, and property management
• Handle daily mail, deliveries, and filing, including maintaining organized paper and digital filing systems
• Maintain and organize both paper and digital filing systems
• Particular care and organization in tracking and maintaining highly sensitive and confidential legal and financial documents
• Communicate and coordinate with vendors, service providers, and professional contacts
• Assist with coordination and oversight of household staff and service providers
• Carefully negotiate with and source vendors and review, compare, and help track bids for construction, maintenance, and other real estate projects
• Handle personal assistance responsibilities including errands and time-sensitive requests as needed (bank, post office, UPS, supplies, marketing-related tasks, etc.)
• Support varying special responsibilities as they arise

Authority and Limitations

The Executive Assistant role includes coordination and oversight of vendors and service providers; however, the employee does not have authority to hire or terminate vendors, enter into contracts, negotiations or make payment agreements on behalf of the employer without prior approval. The employee must also submit any work product for review by the employer prior to delivery to external parties.

Work Schedule

• Work schedule is flexible and open to change as work progresses based on employee and employer needs.
• A 20-30 hour work week is expected, depending on workload and scheduling needs.
• Work hours may vary based on operational and scheduling needs. The employee is expected to maintain flexibility in start and end times as necessary to fulfill the responsibilities of the position and to complete the expected workday.
• Some evenings and weekends may be required as needed.
• Occasional extended availability is expected to handle urgent matters outside of scheduled hours.

Work Expectations

• Punctuality and reliability are essential.
• Strong work ethic and commitment to completing tasks thoroughly and efficiently.
• Exceptional organizational and time-management capabilities are required.
• Advanced communication and interpersonal skills are required.
• A high level of technology proficiency is required, including Mac computers, iPhone, Microsoft Office, and Google Workspace.
• Employees are required to bring a working personal computer to the workplace daily and maintain the technology necessary to perform the duties of the position, including reliable internet access and appropriate software.
• All employer-related data, documents, and communications must be stored, organized, and backed up in the designated employer systems and accounts. Employer information may not be stored solely on the employee’s personal device and must be accessible to the employer at all times.
• All outgoing emails and written communications on behalf of the employer must be reviewed and approved by the employer prior to being sent.
• Adaptability and the ability to adjust quickly to new demands and unexpected changes are required.
• Professional demeanor and positive attitude are expected at all times.
• Cheerful, positive demeanor and a professional, …