Executive Assistant (Future Opportunities)

We are seeking to meet with Executive Assistants (for Future Opportunities) that are highly organized, proactive, and detail-oriented for a potential client in the future. For this role, our clients seek someone that will provide administrative and operational support to an executive. This position is ideal for someone who thrives in a fast-paced environment, can manage multiple priorities with minimal supervision, and enjoys being a trusted partner to an executive.

The successful candidate will be professional, resourceful, discreet, and comfortable interacting with clients, vendors, tenants, contractors, staff, and other business contacts.

Key Responsibilities

Executive Support & Calendar Management

• Manage the executive's calendar, appointments, meetings, and commitments.
• Coordinate scheduling across multiple parties and resolve calendar conflicts.
• Arrange domestic and/or international travel, including transportation, accommodations, and detailed itineraries.
• Help the executive prioritize appointments, deadlines, and competing demands.
• Anticipate scheduling needs and proactively address potential conflicts.

Meeting & Communication Support

• Coordinate meetings, prepare agendas, and organize meeting materials.
• Attend meetings as needed, take notes, document action items, and track follow-ups.
• Handle phone calls, emails, correspondence, and other communications professionally.
• Draft, format, and proofread business correspondence and communications.
• Maintain a high level of confidentiality when handling sensitive business, financial, personnel, client, and property information.

Administrative & Business Support

• Prepare documents, reports, spreadsheets, presentations, and other business materials.
• Maintain accurate records, files, databases, and administrative systems.
• Organize digital and physical files and ensure important information is easily accessible.
• Assist with expense tracking, invoices, documentation, and other administrative processes.
• Monitor deadlines, follow-ups, projects, and important action items.
• Assist with office organization and day-to-day administrative needs.

Executive & Operational Support

• Serve as a reliable point of coordination between the executive and internal/external contacts.
• Track projects and ensure outstanding items receive appropriate follow-up.
• Research information and assist with special projects as requested.
• Identify opportunities to improve administrative processes and organization.
• Handle unexpected requests and shifting priorities with professionalism and good judgment.
• Provide day-to-day administrative and operational support to the executive.

Qualifications

Required

• 3+ years of experience as an Executive Assistant, Administrative Assistant, Office Manager, Operations Assistant, or similar role.
• Exceptional organizational and time-management skills.
• Strong written and verbal communication skills.
• Excellent attention to detail and follow-through.
• Ability to manage multiple priorities and deadlines independently.
• Strong professional judgment and discretion when handling confidential information.
• Proficiency with Microsoft Office and/or Google Workspace.
• Comfortable working with calendars, email, spreadsheets, video conferencing, and digital file-management systems.
• Ability to communicate professionally with executives, clients, vendors, contractors, and other business contacts.
• Reliable, responsive, proactive, and self-directed work style.

Highly Preferred

• Experience in real estate, property management, hospitality, financial services, construction, development, or a related industry.
• Familiarity with project-management and task-management platforms.