Executive Assistant - Real Estate

PRIMARY FUNCTIONS AND ESSENTIAL RESPONSIBILITIES

Meetings & Calendaring

• Extensive coordination and scheduling of internal and external meetings, conference calls, and video conference meetings, utilizing Outlook and Zoom on behalf of supported professionals; includes arranging for any catering and document distribution

• Prioritize Outlook calendar items on behalf of professionals, informing them of meeting changes and keeping them on schedule throughout the day

• Schedule meetings and conference rooms as necessary using Ares protocol

• Coordinate set up and clean up conference rooms for catered meetings

Travel & Expenses

• Coordinate all aspects of domestic and international travel (air, ground, and lodging); manage payment and maintain real time tracking of meeting and itinerary changes

• Maintain current passports and necessary visas

• Compose detailed itineraries for travel and key meetings, print boarding passes and check-in professionals for their flights

• Track flights to ensure they are on time and not cancelled

• Organize and create cash and AMEX expense reports using Ares’s expense system, Concur

Daily & On-going

• Answer phones, screen calls, and take messages as appropriate

• Maintain documents, records, reports in a discreet and confidential manner

• Perform professional information searches as needed

• Register professionals for conferences and networking events in a timely manner

• RSVP to events on behalf of professionals

• Provide back-up support to other administrative team members in Phone Group when they are at lunch, out sick or on vacation; this includes all administrative tasks for each of their primary professionals, including managing inbound calls, preparing documents, coordinating meetings, etc.

• Coordinate various mailings (USPS and FedEx) and assist other administrative team members in the process when necessary

• Miscellaneous projects and support leverage for professionals as needed, including event management which may require occasional travel

• Serve as secondary support as part of a rotating schedule for Reception coverage during lunch hour and breaks, when and where needed.​

QUALIFICATIONS

Education: Bachelor’s degree or equivalent work experience required

Experience Required:

• 5 - 7 years of experience in an administrative role, preferably in financial services

• Proficiency with Microsoft Office suite – particularly Outlook, Word, Excel, PPT

General Requirements:

The ideal candidate should have the following:

• Demonstrates an eager, can-do attitude, willing and wanting to learn and take on projects as needed in dynamic environment

• Excellent writing and communication skills are required

• Must be very organized

• Ability to manage time and priorities well in a deadline-driven, fast paced department

• Excellent problem-solving capabilities, with timely resolution, demonstrating an ability to work independently with limited guidance and exercise independent judgment, including knowing when to elevate concerns or issues.

• Strong interpersonal skills and ability to multitask

• Strong phone etiquette

• Technology savvy and willing to learn new systems in a short period of time

• Highly responsive and able work on evenings and weekends when needed to support business needs