Executive Assistant

We are looking to hire an executive team member to perform a variety of administrative tasks such as screening emails, managing calendars, run reports, and assist with event coordination and travel arrangements. Additionally, we would look for assistance with maintaining business’s financial records such as accounts payable and receivable, reconciling bank statements, invoicing & managing reimbursements for real estate expenses. Desire to work New York hours.

LOOKING FOR CANDIDATES WHO HAVE 5+ YEARS WORKING AS AN EXECUTIVE ASSISTANT FOR USA BASED COMPANIES.

• Provide Administrative support.
• Manage calendars, and keep partners apprised of calendar, action items, messages, and relevant business issues, both internal and external.
• Make appropriate, informed decisions regarding partners available time
• Check with local team at least once a day on the status of their respective leads, as this will help do their follow ups with their respective leads
• Screen incoming calls & email correspondence. Determine the priority and respond appropriately. Make recommendations as needed regarding appropriate action and follow-up.
• Gather voicemail messages and phone messages, taking initiative on appropriate action or routing to appropriate person.
• Make travel arrangements as needed
• Create and format documents electronically including letters, emails, marketing materials, status reports, spreadsheets (Excel), and other related documents
• Electronically file, and track a variety of business documents
• Coordinate meetings including scheduling, agenda creation & logistics
• Ensure smooth operation of systems and contact database management and back-office support. Ensures that all systems and processes run efficiently, making revisions as needed
• Responsible for keeping owners informed regarding any problems or issues that need to be handled
• Maintain and help build the operations manual that documents all systems and standards
• Be able to enter contacts, running queries, exporting data, launching plans and activities, maintaining referrals, create/update templates in the database/CRM.
• Assist with maintaining business’s financial records such as accounts payable and receivable
• Reconciling bank statements
• Invoicing monthly for properties that are managed
• Tracking and managing reimbursements for real estate expenses

Requirements
-To have own company (documentation needed upon hire).
– Perfect English Skills
– Reliable Internet Connection
– Bookkeeping
– Desire to work New York hours (9am-6pm ET)