Job Description

About Our Client:

Join a leading global real estate investment firm in a dynamic role supporting their executive team. We're seeking a highly organized and proactive Office Manager/Executive Assistant who will not only provide exceptional administrative support but also play a key role in mentoring junior staff and fostering a collaborative team environment. This is an opportunity to contribute directly to the success of high-level executives in a fast-paced, prestigious environment.

The Role:

In this role, you'll be the linchpin of their executive team's efficiency. You’ll handle everything from traditional EA responsibilities like managing complex schedules and coordinating high-profile events, to operations management tasks such as project work and inventory management. You'll leverage your extensive experience to streamline operations, anticipate needs, and ensure seamless cross-functional collaboration.

What You Bring:

The ideal candidate brings a proactive work ethic and is not afraid to preemptively resolve problems before they make it to senior leadership. A natural leader who can mentor and uplift your teammates will be most successful in this role, as you’ll be overseeing a team of six other admins. An understanding of real estate and budgeting are a plus, though not required.

Key Responsibilities:

• Office Management - vendor management, supply/inventory management, IT troubleshooting
• Executive Support : expertly manage and optimize complex executive calendars within the C-Suite, proactively resolving conflicts and ensuring efficient time utilization.
• Event Management : Plan, coordinate, and execute high-level corporate events and meetings, from conception to completion.
• Travel Coordination : Arrange intricate international travel itineraries, providing real-time support and ensuring seamless travel experiences.
• Investor Relations : Maintain and update investor database, assist in outreach and relationship maintenance, and prepare compelling investor materials.
• Administrative Excellence : Prepare, review, and submit expense reports, draft and edit presentations and communications, and provide comprehensive administrative support including inventory management, copying, filing, and meeting prep.
• Mentorship : Guide and mentor junior administrative staff, fostering a positive and productive team environment.
• Cross-Functional Collaboration : Act as the primary point of contact for executives, ensuring smooth communication and collaboration across departments.

Qualifications:

• Minimum of 10 years of experience as an Office Manager & Executive Assistant, ideally within the financial or real estate industry.
• Proven track record of supporting senior executives and managing complex administrative tasks.
• Advanced proficiency in Microsoft Office Suite and expense management systems.
• Exceptional organizational, time management, and multitasking skills.
• Outstanding verbal and written communication abilities.
• Demonstrated ability to exercise strong professional judgment and discretion.
• Proactive problem-solving skills and the ability to anticipate and address challenges.
• Experience with Investor databases or CRM systems is a plus.

Work Environment:

This is an in-person position based in our downtown corporate office, requiring five days on-site.

Why Join Our Client?

• Be part of a prestigious global real estate firm.
• Work closely with and learn from top executives.
• Opportunity to mentor and develop junior staff.
• Competitive salary and benefits package.
• Dynamic and fast-paced work environment.

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