Job Description

A prominent real estate development firm that has been in business for over 70 years and has 350 employees is looking for a Personal/Executive Assistant to the President. The duties are 75% personal and 25% business-related. The current assistant has been in the role for 17 years and is leaving to relocate and will be there to assist the transition for the new assistant. The assistant will sit in an area adjacent to the executive offices, along with 4 other EAs who cover for each other and are mutually supportive.

About the Job:

• Maintain and manage personal and professional calendars, including scheduling meetings and coordinating logistics
• Meet daily with the President to review calendar, appointments, ticket requests, and other priorities
• Sort and prioritize emails, texts, and messages
• Serve as liaison between the President and high-profile individuals, including corporate executives, and elected officials
• Keep the President informed of workplace issues and initiatives across organizations
• Manage and reconcile credit card charges, ensuring accurate coding to appropriate entities
• Handle sensitive communications and maintain the confidentiality of corporate, personal, medical, and financial information
• Arrange and coordinate personal and professional travel for the President and spouse
• Schedule rides, manage vehicle maintenance, and drive the President when drivers are unavailable
• Coordinate logistics for primary and secondary residences, vacation homes, and seasonal relocations
• Oversee medical and dental care, including appointment scheduling, prescription management, insurance forms, and communication with providers
• Maintain and update medication trackers and medical records
• Monitor and procure office supplies and equipment for the executive area
• Coordinate event-related tasks including invitations, RSVPs, speeches, donations, thank-you notes, gifts, and expenses
• Organize and distribute personal and suite tickets for sports and other events
• Open and prepare the President’s office each morning
• Communicate with spouse regarding daily needs and updates
• Conduct breakfast and lunch runs, and assist with errands as needed
• Provide administrative support to the President’s spouse to include calendar management, travel coordination, meeting scheduling, and personal tasks and logistics as needed
• Support major events such as major sports games, galas, weddings, and home renovations
• Respond to Datawatch alarms and coordinate contractor access to properties
• Assist with onboarding and training new employees
• Handle miscellaneous tasks including flower deliveries, and scam follow-ups

About You:

• Minimum of 7 years of experience in a related support position
• BA/BS from a college or university
• Excellent Microsoft Office skills (Word, Excel, PowerPoint and Outlook)
• Valid driver’s license and ability to drive the President when needed
• Polished, professional demeanor
• High level of discretion and professionalism Outstanding communication skills

Salary, Benefits (medical, dental, vision), 401K, Paid Vacation

Hours: 8:30-5:30

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