Executive Assistant Job at Housing Trust Group in Miami
Housing Trust Group, Miami, FL, United States, 33196
SUMMARY
We are seeking a highly organized, proactive, and experienced Executive Assistant to support our Chief Operating Officer (COO) in driving the companys strategic goals and daily operations. The Executive Assistant will play a critical role in managing the COOs schedule, coordinating projects, facilitating internal and external communications, and handling confidential information. This role requires an individual who can work effectively with senior leadership, exercise excellent judgment, and thrive in a fast-paced environment.
ESSENTIAL FUNCTIONS
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Administrative Support:
* Manage the COOs daily schedule, including appointments, meetings, and travel arrangements.
* Serve as the primary point of contact for the COO, handling inquiries, prioritizing communications, and responding on behalf of the COO when necessary.
* Prepare meeting agendas, take detailed minutes, and follow up on action items.
* Handle correspondence, emails, and phone calls on behalf of the COO, prioritizing urgent matters.
* Draft, proofread, and manage correspondence, reports, and presentations, ensuring accuracy and professionalism.
* Organize documents and maintain confidential files.
Project Coordination:
* Assist in tracking and coordinating key operational projects to ensure timelines and deliverables are met.
* Collaborate with various departments to gather information, prepare reports, and facilitate project execution.
* Monitor progress on strategic initiatives and provide updates to the COO.
* Assist with company events, off-site events, and other special projects as assigned.
Strategic & Operational Support:
* Conduct research and provide insights to support decision-making.
* Assist in preparing key presentations and reports for meetings as needed.
* Proactively identify and resolve operational challenges in support of the COO.
EDUCATION (OR EQUIVALENT EXPERIENCE)
* High school diploma required.
* Associates degree or bachelors degree preferred.
* Minimum of 5 years of experience as an Executive Assistant, ideally supporting C-level executives in a development, real estate, or related industry.
SKILLS/KNOWLEDGE/ABILITIES REQUIRED
* Communication Proficiency
* Time Management
* Collaboration Skills
* High degree of initiative, critical thinking, and organizational skills
* Strong attention to detail with an ability to work independently
* Personal Effectiveness/Credibility
* Flexibility
* Proficiency in Microsoft Office Suite
* Technical Capacity
* Stress Management/Composure
PHYSICAL REQUIREMENTS
This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary.