Hybrid Executive/Personal Assistant to Founder of RE Developent Firm

The Managing Principal of a well-established real estate development and investment firm is looking for an Executive Assistant/Office Manager. The firm develops both commercial and residential properties. The role is hybrid: 4 days in office, 1 day remote. About the Job:

• Prioritize emails; proactively follow up or bring attention to time-sensitive and urgent matters
• Maintain both business and personal calendar
• Schedule meetings
• Coordinate travel arrangements as requested
• Catalogue and track the location of art collection and furniture
• Oversee time and attendance of employees, manage paid time off logs
• Process health insurance renewals annually
• Oversee 401(k) administration
• Distribute or post updated employment regulations as needed
• Coordinate insurance requirements with insurance broker and Executive Team.
• Request updated COIs as needed
• Process renewals, present changes to Managing Principal
• Scan invoices for retention and forward invoices to managers for approval and coding
• Enter invoices in financial management software - Sage Intacct
• Research and respond to vendors issues as needed
• Some support to the Director of Construction
• Maintain digital copies of all contracts and related documents.
• Assist in providing necessary documentation to architects and builders on active projects
• Enter job cost detail per invoice in Project Management System - ECI/Mark Systems when needed.
• Ensure parties have necessary information for closings
• Organize and maintain digital records.
• Create and maintain shared office calendar in Outlook
• Prepare, edit, and proofread contracts and other documents as requested
• Coordinates and completes special projects as assigned by the Executive Team
• Keep track of office supplies and place orders
• Negotiate contracts for office services as needed; copier, storage units, internet, cell phones, etc.
• Point of contact for IT issues, coordinating with IT support

About You:

• Minimum of 5 years of experience as an executive assistant
• Bachelor's Degree a plus
• Background in real estate development a plus
• Project management, or real estate software a plus
• Excellent Microsoft Office Suite skills; excellent written and verbal communication skills
• Highly organized and detail-oriented

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