Personal Assisant to CEO/Family Office

Job Title: Personal Assistant to CEO/Family Office
Company: Real Estate Development Firm

Position Overview:
We are seeking a highly organized, proactive, and detail-oriented Personal Assistant to support the CEO of a dynamic real estate development company backed by the Founder's family office. This role is critical in ensuring the CEO’s day-to-day operations run smoothly, with a strong emphasis on calendar management, communication coordination, and task tracking across the organization. The ideal candidate is a skilled multitasker who thrives in a fast-paced environment and excels at keeping people and priorities aligned.Key Responsibilities:

• Calendar & Schedule Management:
• Manage and maintain the CEO’s calendar, including scheduling meetings, calls, and appointments
• Prioritize and adjust scheduling conflicts in real time
• Ensure the CEO is fully prepared for all engagements with relevant materials and briefings
• Meeting & Communication Coordination:
• Organize internal and external meetings, including logistics, agendas, and follow-ups
• Manage multiple to do lists for executive team - Requires routine follow up and tracking
• Serve as a central point of contact between the CEO and internal directors
• Coordinate calls and ensure timely communication across departments
• Task & Project Tracking:
• Translate CEO directives into clear, actionable tasks for department leaders
• Assign tasks to appropriate directors and team members on behalf of the CEO
• Track progress on key initiatives, ensuring deadlines and deliverables are met
• Maintain and regularly update “to-do” lists, dashboards, or tracking systems
• Follow-Up & Accountability:
• Proactively follow up with directors and stakeholders on outstanding tasks
• Provide regular status updates to the CEO on project progress and bottlenecks
• Ensure accountability and timely completion of assigned responsibilities
• Administrative Support:
• Prepare reports, summaries, and briefing documents as needed
• Handle confidential information with discretion and professionalism
• Assist with ad hoc administrative tasks and special projects

Qualifications:

• Proven experience as an Executive Assistant, Personal Assistant, or similar role supporting senior leadership
• Exceptional organizational and time-management skills
• Strong written and verbal communication abilities
• Ability to manage multiple priorities and meet tight deadlines
• High level of professionalism, discretion, and attention to detail
• Proficiency with productivity tools (e.g., Microsoft Office, Google Workspace, task/project management software)

Preferred Skills:

• Experience in real estate, development, Family Office environments or a related industry
• Strong problem-solving skills and a proactive mindset
• Will need to regularly track and follow up on items

Key Attributes:

• Highly organized and process-driven
• Ability to pivot and change priorities on a daily basis
• Responsive and reliable
• Assertive communicator who can follow up effectively
• Calm under pressure and adaptable to changing priorities

Work Location: In person