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Our commercial real estate client is seeking a highly organized, proactive, and detail-oriented Executive Personal Assistant to provide comprehensive administrative support to the CEO. This role requires exceptional communication skills, sound judgment, and the ability to manage both professional and personal matters with discretion. The ideal candidate thrives in a fast-paced environment, anticipates needs, and ensures the CEO’s day-to-day operations run smoothly and efficiently.
Key Responsibilities:
Executive & Administrative Support
Manage and track billing, payments, and personal finances for a family-owned business
Oversee payroll schedules and logistics for household staff
Coordinate complex calendars, including scheduling meetings, appointments, and conference calls
Serve as a liaison between the CEO and internal/external stakeholders, including clients, vendors, and board members
Maintain an organized and accessible filing system for both digital and physical records
Meeting & Event Coordination
Schedule and coordinate internal and external meetings and special events
Prepare agendas, meeting materials, and briefing documents
Record and distribute minutes; track and follow up on action items to ensure completion
Travel & Logistics Management
Plan and arrange detailed domestic and international travel itineraries
Manage logistics including transportation, accommodations, and related documents
Ensure executives are well-prepared for travel-related engagements
Communication & Correspondence
Monitor, screen, and prioritize emails and incoming calls
Draft, edit, and proofread correspondence, reports, memos, and presentations
Serve as a professional point of contact on behalf of the CEO
 Financial Administration
Monitor and reconcile American Express activity for the CEO and support staff
Ensure timely payments, manage credit card limits, and maintain accurate receipt records
Compile monthly reconciliation reports for both personal and business expenses
Office & Vendor Coordination
Collaborate with the Office Manager to maintain office supply inventory and manage vendor relationships
Maintain a professional, efficient, and organized workspace for the CEO
Skills & Qualifications
Bachelor’s degree in Business Administration, Communications, or a related field preferred
Prior experience in accounting, bookkeeping, or administrative support is a plus
Minimum of 5 years of experience as an Executive Assistant or in a similar high-level support role
Demonstrated ability to manage multiple priorities and shift deadlines
Exceptional organizational and time management skills
Strong written and verbal communication abilities
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
High level of professionalism, discretion, and confidentiality
Strong interpersonal skills with the ability to interact confidently at all levels
Self-starter with the ability to work independently and anticipate needs
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