Senior Executive Assistant

Tasks Required:   

1. Executive Support

  • Coordinate and manage the CEO’s calendar/daily agenda, including meetings, appointments, and travel arrangements.
  • Prepare meeting agendas, documents, and presentations; take minutes during meetings and follow up on action items.
  • Handle the CEO’s correspondence, prioritize emails, draft responses, and manage communication with internal and external stakeholders.
  • Organize and maintain electronic filing systems, ensuring easy retrieval of documents.
  • Help plan and organize personal and business travel arrangements, including accommodations and itineraries.
  • Maintain clients’ database
  • Maintain the highest level of confidentiality with all sensitive information.
  • Create presentations and reports, as assigned

2. Financial Tasks

  • Assist in preparing and reviewing financial reports, budgets, and forecasts.
  • Monitor and manage the CEO’s expenses, including processing reimbursements and tracking expenditures.
  • Analyze financial data and create reports to support decision-making processes.
  • Prepare materials for investor meetings, manage communication with investors, and support fundraising activities.

3. Real Estate Tasks

  • Assist with the management of the company’s real estate portfolio, including leases, property maintenance, and tenant relations.
  • Conduct market research and analysis to support real estate investment decisions.
  • Support due diligence processes for real estate acquisitions and dispositions.
  • Review and manage contracts related to real estate transactions, ensuring compliance and timely renewals.

4. Strategic Support

  • Manage special projects and initiatives as assigned by the CEO.
  • Assist in the development and implementation of the company’s strategic goals and objectives.
  • Act as a liaison between the CEO and other executives, employees, remote team, and external stakeholders.
  • Prepare and present reports on key business metrics, project status, and strategic initiatives.
  • Create and manage LinkedIn ad campaigns, targeting specific demographics and professional groups relevant to finance and real estate.
  • Promote high-value content through LinkedIn Sponsored Content to reach a broader audience.

Qualifications and Requirements:

  • Proven work experience as an Executive Assistant or other relevant roles
  • Experience working with Finance and Real Estate.
  • Familiarity with current technologies, like desktop sharing, cloud services, and VoIP (GSuite, Microsoft Office Suite, Zoom, Slack, Asana, Notion, etc.)
  • Proficiency in office software (e.g., Microsoft Office and Google Workspace).
  • Excellent organizational and time-management abilities.
  • Strong written and verbal communication skills.
  • Knowledge of online calendars and scheduling (e.g. Google Calendar)
  • Excellent phone, email, and instant messaging communication skills
  • Experience with basic social media management
  • Experience with basic digital marketing and content creation
  • Experience with client-facing tasks and handling phone calls
  • Invoicing system
  • Help with accounting and appointment setting
  • Managing inbox and website and inquiries
  • CANVA proposals
  • Ability to manage multiple tasks and prioritize effectively.
  • Discretion and confidentiality in handling sensitive information.

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