Executive Administrative Assistant

Overview
We are seeking a dynamic and highly organized Executive Administrative Assistant to join our team. This vital role offers the opportunity to support the firm principal by managing daily administrative and transaction related tasks with energy, precision, and professionalism. The ideal candidate will excel in multitasking, demonstrate exceptional communication skills, and possess a proactive attitude to ensure smooth office operations. If you thrive in a impactful self-paced environment and enjoy working individually and in customer facing roles, then this position can be perfect for you!

Responsibilities

• Responsible for administrative duties related to day-to-day operations for a real estate development firm.
• Draft correspondence as needed and respond to client and customer inquiries received via phone, mail, or email.
• Performs duties related to creating invoices, payment processing, accounts payable, and accounts receivable.
• Record entries in Excel for financial project information related to expenses, revenues, and budget adjustments.
• Reconcile deposits received from rent and handle petty cash utilized in paying subcontractors.
• Maintain order supplies for the office, and for company projects.
• Maintain and provide status updates on projects, contracts, and transaction related documents.
• Performs basic research and gather necessary information for various local, state, and federal programs related to real estate housing and project solicitations.
• Communicate with staff of public entities, public agencies and departments, and government officials.
• Maintain client and customer contact database for firm.
• Accounts Payable: Review Invoices and Confirm Work Completion with Site Staff; Payment Check Review and Printing
• Accounts Receivable: Issue Invoices to Customers
• Coordinate travel plans, including meeting scheduling and itinerary, and material preparation.
• Coordination of Weekly Office Meeting & Construction Meeting
• Exercise good judgment in a variety of situations, with strong written and verbal communication, and administrative and organizational skills.
• Maintain appropriate confidentiality of information and decisions made within the office.
• Create meeting briefs and other documents/correspondence, Excel spreadsheets, and PowerPoint presentations, and other collateral material as needed.
• Perform other administrative functions as assigned such as but not limited to attending public events, responding to information requests, archiving documents, serve in special projects, and facilitating procurement processes.
• Tracking of Human Resource Details – Paid Time Off, Sick Days, etc.
• Event Planning and Marketing Coordination

Qualifications

• Proven experience in office management or administrative support roles with real estate experience preferred.
• Strong computer literacy with proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace, and data entry skills.
• Excellent organizational skills with the ability to prioritize tasks effectively and manage time efficiently.
• Demonstrated customer service skills with professional phone etiquette and interpersonal communication abilities.
• Knowledge of bookkeeping processes using QuickBooks or similar accounting software is beneficial. Join us to be part of an energetic team dedicated to excellence! This position offers an engaging work environment where your organizational talents will shine while supporting leadership in achieving their goals. We value proactive individuals who bring enthusiasm and precision to every task—help us keep our office running smoothly while advancing your career!

Pay: $24.27 - $28.23 per hour

People with a criminal record are encouraged to apply

Work Location: In person