Administrative/Personal Assistant

THE RESPONSIBILITIES:

·        Manage executives’ calendars, email correspondence, and daily priorities

·        Coordinate all travel arrangements including flights, accommodations, transportation, and detailed itineraries

·        Oversee logistics for meetings and events, including conference room reservations, catering, registrations, preparing documents, and special functions

·        Proactively anticipate executives’ needs and prepare materials, and logistics in advance of meetings

·        Draft and edit professional communications, reports, invoices, and financial documents on behalf of executives

·        Serve as a primary point of contact between executives and internal teams, clients, investors, and external partners

·        Manage the flow of sensitive information with a high level of discretion, accuracy, and timeliness

·        Process subscription agreements, cash call requests, distributions, DocuSign transactions, and charitable contributions

·        Maintain and track financial records, including handling cash call and distribution reporting in QuickBooks and Excel

·        Prepare year-end personal financial statements and coordinate with tax accountants

·        Provide project coordination and administrative support across a variety of business initiatives

·        Liaise with vendors for personal properties, maintenance, contractors, etc.

·        Assist with personal financial organization, bill payments, expense tracking and recordkeeping for personal properties

·        Providing back up administrative support to other admins and reception such as answering phones, sorting, distributing mail

·        Perform other duties and personal requests ad hoc

EXPERIENCE:

·        Bachelor’s Degree

·        Work experience as an Executive Assistant, Personal Assistant or similar role

·        Commercial Real Estate Experience is beneficial or desire to learn commercial real estate

·        3 Years of high-level administrative experience in fast paced environment

·        Experience with Microsoft Office Suite and QuickBooks  

·        Notary

·        Strong organizational, time management, multitasking skills and ability to meet deadlines

·        Proactive, self-motivated, high flexibility, adaptability and multi-task oriented with the drive to complete tasks with a high standard of excellence

·        Interpersonal skills

·        Discretion and confidentiality