Executive Assistant

Overview: As the Executive Administrative Assistant, you will play a pivotal role in ensuring the smooth operation of the business by providing high-level administrative support to the owners. This role requires exceptional organizational skills, attention to detail, discretion, and the ability to handle sensitive information with confidentiality. 

Responsibilities:

• Calendar Management: Coordinate and manage the owners' calendars, including scheduling meetings, appointments, and conference calls. Anticipate scheduling conflicts and proactively resolve them. 
• Communication Liaison: Serve as the primary point of contact between the owners and internal/external stakeholders. Manage email correspondence, phone calls, and other communications on behalf of the owners, ensuring timely responses and prioritizing urgent matters. 
• Travel Arrangements: Arrange travel itineraries, including flights, accommodations, ground transportation, and other logistics for the owners' business trips and personal travel. 
• Meeting Preparation: Prepare meeting agendas, materials, and presentations for internal and external meetings attended by the owners. Take meeting minutes and follow up on action items as needed. 
• Document Management: Maintain and organize electronic and physical filing systems for important documents, contracts, agreements, and other business records. Ensure documents are accurately labeled and easily accessible. 
• Office Management: Oversee the day-to-day operations of the office, including ordering supplies, managing office equipment, and coordinating maintenance and repairs as needed. 
• Event Coordination: Assist with planning and coordinating company events, client meetings, and networking functions, including venue selection, catering, and logistics. 
• Content Creation: Work with the Director of Marketing and owners to create a content calendar to oversee, create and perform the timely delivery of newsletters, social media, video, podcast, etc. 
• Financial Administration: Support the owners with financial tasks such as expense tracking and invoice processing. Liaise with the accounting department as necessary. 
• Special Projects: Assist with ad-hoc projects and initiatives as assigned by the owners, which may involve research, analysis, and presentation of findings. 
• Confidentiality: Handle sensitive information with discretion and maintain confidentiality at all times, especially when dealing with proprietary business data and personal matters of the owners.

Qualifications: 

• Proven experience as an executive assistant or similar role, preferably in the real estate industry. 
• Excellent organizational and time management skills, with the ability to prioritize tasks efficiently. 
• Strong communication skills, both verbal and written, with a professional and courteous demeanor. 
• Proficiency in office software tools such as Microsoft Office (Word, Excel, PowerPoint) and calendar/email management systems. 
• Attention to detail and accuracy in completing tasks, with a commitment to delivering high-quality work. 
• Ability to work independently with minimal supervision and take initiative to solve problems. 
• Flexibility and adaptability to handle changing priorities and work under pressure in a fast-paced environment. 
• Discretion and trustworthiness when handling confidential information. 
• Bachelor's degree or equivalent experience preferred.

This role offers an exciting opportunity to work closely with the owners of a dynamic real estate brokerage and property management firm, contributing to the success and growth of the business through efficient administrative support. If you are a proactive and highly organized professional with a passion for real estate and administration, we encourage you to apply. 

The Atwood Management team must embrace the core principles and values of our company:

• RESPECTFUL: Through honest and genuine interactions in every situation, we treat others with consideration, dignity, and regard, establishing a foundation of trust.
• INNOVATIVE: We celebrate new ideas, pioneer change, challenge the status quo, and find dynamic and inventive alternatives through continued education for personal and professional growth.
• EXCELLENT: In constant pursuit of distinction, we are committed to delivering the highest quality output in our interactions, efforts and intentions, with a favorable and responsible demonstration of incomparable performance.
• COLLABORATIVE: We believe in the power of the collective team, understanding that our best results are achieved together in reciprocated effort, courtesy, passion, confidence, & joy.
• ACCOUNTABLE: We embrace ownership and authority for our work and individual roles within the team by virtue of dependable, reputable, and ethical measures.

Atwood Management is an Equal Opportunity Employer