Executive Assistant | Real Estate - Recruiting Resources, Inc.

Leading real estate firm is seeking a highly effective and results-oriented Executive Assistant at their corporate offices in Santa Ana, CA. The Executive Assistant is a high-visibility tactical and strategic partner that supports the CEO and the Executive Team to facilitate the achievement of the firm's mission, long-term vision, annual goals, and brand. This role will serve as the primary point of contact for the board and will support the Board and the Executive Team as an administrative integrator and project manager. The Executive Assistant is responsible for providing an organizational and communication framework, ensuring objectives are clear and the board and CEO are well-prepared.

RESPONSIBILITIES

• Implement and lead the daily corporate office operation standards
• Assist the Executive Team with daily tasks, including scheduling meetings, and coordinating communications and travel arrangements
• Prioritize conflicting needs, handling matters expeditiously and following through on projects to completion
• Attend Board and Executive Team meetings, prepare agendas and board books, meeting notes, and provide follow-up communications regarding action items
• Provide support for Committee meetings, presentations, and external meetings and appointments
• Debrief the Executive Team on essential information in bullet point format before meetings and after events they were unable to attend
• Build and run cadence for Executive Team meetings, Board meetings, and leadership off-sites, including structuring and helping to deliver company-wide communications
• Provide support to CEO in overseeing and coordinating third-party marketing, communications, event planning, and brand management consultants
• Support cross-functional strategic initiatives, facilitate special projects, and ensure action items are completed in a timely manner
• Operate at a tactical, strategic, and operational level, handling the oversight of projects that do not neatly fit within the organizational chart or that fall between departments or leadership areas of responsibility
• Act as an extension of the CEO and information funnel, filter, and facilitator with internal and external stakeholders
• Assess all inquiries directed to the Executive Team, determine priority and the proper course of action
• Triage all incoming requests for the Executive Team’s time and work collaboratively to ensure their calendars are aligned with the priorities of the organization
• Manage and maintain CEO’s schedule, appointments, and appearances
• Proactively follow up with the Leadership team if and when goals are not being achieved to determine why objectives are not being met; Provide actionable recommendations for improvement
• Promote corporate team integration as well as cross-functional communication and collaboration
• Manage key relationships and build a process to track and nurture key stakeholders, investors, and clients
• Track high-priority initiatives to identify any/potential obstacles
• Meet with the Board of Directors for business updates, manage and coordinate Board roles and responsibilities.
• Assist the CEO and COO in defining, implementing, and revising operational policies and guidelines for the organization
• Liaise with Leadership Team to compile data from departmental reports into one company report
• Organize and coordinate company events and retreats
• Oversee office facilities and service vendors/consultants
• Manage the master calendar, corporate contacts files, and board management software (Govenda)
• Manage corporate files and work with Leadership Team to ensure files are in order
• Manage and maintain administrative functions such as mail and package delivery, vendor appointments, relationship management, stocking break room and office supplies, etc.

QUALIFICATIONS

• Bachelor's degree in Accounting or Business Administration or a related field from a four-year college or university; or equivalent combination of education and experience.
• Minimum 5 years’ experience in one or more of the following functional areas:
• Executive Officer/Board of Directors support
• Program administration and/or project management o Operations or governance of nonprofit organizations
• Major event planning and coordination
• Excellent time management and organization skills, especially the ability to prioritize and multitask
• Effective and professional communication abilities, including being able to communicate with all levels of employees, vendors, partners, clients or guests
• Professional writing capabilities, including emails, memos, letters and other industry-related reports, documents and correspondence
• Project management skills, like goal setting, budget management and planning
• Great customer service and interpersonal skills
• Executes with urgency and shared accountability
• Can work well under pressure
• Self-motivated, takes initiative and willing to acquire new skills
• Unquestionable personal code of ethics, integrity, and trust; ability to handle and maintain highly confidential information
• High proficiency of Microsoft 365 programs for creating and contributing to spreadsheets, drafting and sharing documents and creating engaging and informative presentations; familiarity with (and willingness to identify, learn, and teach) other streamlining, efficiency, and project coordination software
• Proficient in marketing/graphic design programs (e.g., Constant Contact, Canva, etc.)
• Strong administrative skills, including proficiency in sending and receiving emails, taking meeting notes, calendaring, summarizing data in spreadsheets, preparing presentations, and maneuvering databases
• Strong self-management skills, with the ability to prioritize and handle multiple tasks efficiently.
• Professional, enthusiastic, responsible, and dependable team player
• Proactive, resourceful, detail oriented, and thorough
• Commitment to ongoing professional development and learning