Executive Assistant

**PURPOSE**

The Executive Assistant is accountable for providing high-level administrative support to senior leadership. This role ensures the efficient, timely, and professional coordination and execution of a variety of administrative tasks and activities, enabling the executives to focus on their strategic priorities and business objectives.

**DUTIES AND RESPONSIBILITIES**
- **Meeting and Event Organization**
Organizes recurring and stand-alone meetings and special events, including major company and investor presentations and annual meetings, as required, by performing any of the following duties: formatting and printing of documentation and materials, board of directors’/board committees materials, arranging for catering, location/venue selection and distribution of invitations and information with respect to the event/meeting; preparation, transcription and distribution meeting agendas and minutes to ensure timely and professional event organization and execution. Provides technical troubleshooting or coordination with IT as needed to ensure seamless virtual or hybrid meeting logistics.
- **Calendar and Schedules**
Maintains daily calendar and uses judgment to ensure that the schedule, workload, ongoing initiatives and business requirements are well-balanced, scheduled with sufficient timing allowed and are easy to follow and maintain commitment to. Provides extensive calendar coordination for recurring and ad-hoc internal and external meetings and proactively resolves scheduling conflicts.
- **Correspondence and Reporting**
At the direction of the senior leadership, prepares correspondence, reports and materials for presentations and distribution for various purposes, composes and/or edits a variety of documents, confidential memoranda, contracts and/or proposals and presentations for the senior leaderships signature and approval. Coordinates execution of financial and legal documentation through secure e-signature platforms (e.g., wires, contracts, agreements). Supports the senior leadership and Finance department with administrative tasks related to monthly, quarterly, year-end and budget cycles.
- **Research and Analysis**
Completes recurring and ad-hoc research, analysis and reporting, frequently highly confidential in nature, to provide background information and insight into various topics and areas for the purpose of reporting or business decision. Supports preparation of Board materials through the gathering, formatting, and version control of documents from multiple contributors.
- **Travel Arrangements**
Arranges transportation, accommodation and vehicle reservations, prepares travel itineraries, compiles and processes business expense reports, as required. Tracks and reconciles business expenses on behalf of senior leadership and coordinates with Finance as needed.
- **Investor Support**
Responds to various investor inquires and information requests, prepares and disseminates various public documents, such as press releases and other corporate communication materials. Manages investor requests sent to shared inboxes and ensures timely, professional follow-up by coordinating with appropriate internal contacts.
- **General Administration**
Performs general administrative duties for senior leadership including distribution of mail, photocopying, etc., and assisting with performing various data input activities and facilitate effective cross-functional communication, as required. Monitors and prioritizes a high-volume inbox on behalf of the senior leadership to triage time-sensitive matters and escalate appropriately. Maintains and organizes digital content on platforms such as SharePoint or Teams, ensuring documentation is current and accessible.
Liaises regularly with other Executive Assistants to coordinate joint initiatives, shared meetings, or overlapping support needs. Provides backup support to the Executive Assistant to the CEO during absences or high-volume periods. Supports special projects and confidential transactions, including preparation of data room materials, documentation control, and ad-hoc research or coordination activities.

Any other job related duties and/or projects that may be assigned.

**Minimum Requirements**

**Skills, Knowledge, Experience and Education**
- High School or College diploma in a related field (e.g. Office Administration, Business Administration etc.) or equivalent
- Minimum of 2 years of relevant administrative and personal assistant type of experience at the executive level
- Previous experience in real estate industry

**Core Competencies**
- Excellent communication skills both written and verbal
- Strong organizational and time management skills
- Strong analytical skills
- Strong interpersonal skills
- Ability to confidently deal with employees at different levels in the organization
- Ability to deliver quality results under pressure and within tight timelines
- Systematic thinker
- Professionalism handling sensitive and confidential informat