Executive Assistant Job at Real Estate Lending Company in Los Angeles

Description

We are seeking a highly organized, proactive Executive Assistant for administrative support to the company Chief Operating Officer for a growing real estate investment firm. The ideal candidate has a business acumen, is well organized and skillful in prioritizing tasks, juggling daily schedules and follow up on business projects in a stable, growing company environment. This role requires a confident assistant, comfortable asking for clarification who is able to work independently.

Essential Duties & Responsibilities

Executive Support: Manage active appointment calendar, schedule meetings, and prepare for appointments, conferences, and presentations. Perform general administrative duties such as: reports, file maintenance, organizing, photocopying, scanning, and follow up on outstanding items as needed. Correct inefficiencies as this relates to administrative tasks and responsibilities.

Confidentiality: Must have prior experience that demonstrate the ability to handle sensitive information with the utmost confidentiality, ensuring trust and professionalism.

Communication Liaison: Act as a primary point of contact with internal/external stakeholders. Respond to emails, phone calls, requests and other communications professionally and promptly .

Meetings and Events: Coordinate with attendees, select appropriate location, reservations, meals, prepare agenda, materials, etc. for individual business meetings and/or in house company events.

Project Management: Assist with special projects, including research, reporting, and deadline follow-up. Provide administrative support for initiatives, ensure timely completion and coordination of key tasks.

Travel Coordination: Organize and manage domestic travel arrangements, including flights, lodging, transportation, and itineraries; manage last-minute changes.

Document Management: Manage accurate document filing and storage for reports, presentations, and correspondence. Maintain organized digital filing systems.

SKILLS AND ABILITY

• High level of professionalism and discretion.
• Ability to anticipate best approaches and avoid disruptions.
• Enthusiastic, positive work style with a sense of purpose and high standards for quality.
• Friendly, professional work style with excellent written and verbal communication skills and ability to relate to the demands of a variety of situations and people. Ability to take direction, facilitate and remain calm under pressure.
• Strong problem-solving skills and a proactive approach to tasks.
• Prior experience must demonstrate solid organizational, technological, and analytical skills in an environment that requires accuracy and timeliness.
• Exceptional organization and time management abilities; adjusting priorities based on workload or manager direction.
• Ability to assume other projects, duties or projects as assigned.
• Computer literate with strong knowledge of MS Office Suite, proficiency in Excel and Outlook. Familiarity with other business applications, systems and other computer tools.

Qualifications

• 5 +years of experience in senior level, executive administrative support position, preferably supporting C-suite executives requiring accountability for work product, out comes and high standards to be met.
• Experience in financial services, real estate or related professional environment is required.
• Must possess a wide range of general office, administrative skills that have been applied to similar positions.
• Past experience that demonstrates ability to make last-minute decisions and changes maintaining composure and managing through tasks.
• Demonstrate the ability to analyze and evaluate situations appropriately.
• Writing, grammar and language skills must be strong including the ability to compose emails and respond to same.
• Excellent computer, internet and technical skills: Outlook, Word, PowerPoint, Excel, office systems and software, office equipment.
• College education, related courses and/or equivalent business and work experience.