Executive Assistant - Business Information Officers

Cushman & Wakefield - Erlanger, KY

Full-time - Entry Level

Erlanger, KY

Real Estate

About the position

The Executive Assistant will provide comprehensive administrative support to three Executive-level leaders, ensuring that their schedules are managed efficiently and effectively. This role involves coordinating and managing the calendars of the executives, which includes scheduling meetings, appointments, and travel arrangements. The Executive Assistant will be responsible for resolving scheduling conflicts and prioritizing appointments to ensure optimal use of the executive's time. This requires a high level of organization and the ability to handle multiple tasks simultaneously. In addition to calendar management, the Executive Assistant will prepare materials for meetings, including agendas, presentations, and reports. They will also arrange meeting logistics such as location, equipment, and catering, and may be required to take detailed minutes during meetings, track action items, and follow up on decisions. The role also includes planning and booking travel arrangements, creating detailed itineraries, and ensuring all logistics are in place for smooth travel. The Executive Assistant will oversee various administrative functions, including the onboarding of new resources, ordering of equipment, and processing expense reports. They will assist with budget tracking, accruals, and document organization in the Contract Management tool. Event planning is another key responsibility, where the Executive Assistant will coordinate company events, conferences, and other special events, managing all logistics from invitations to follow-up. Confidentiality and discretion are paramount in this role, as the Executive Assistant will handle sensitive information and must maintain trustworthiness in managing executive-level information and decisions. The ability to address and resolve issues proactively, adapt to changing priorities, and handle unexpected challenges effectively is essential for success in this position.

Responsibilities

• Coordinate and manage 3 executive calendars, including meetings, appointments, and travel arrangements.
• Resolve scheduling conflicts and prioritize appointments to ensure optimal use of the executive's time.
• Organize and prepare materials for meetings, including agendas, presentations, and reports.
• Arrange meeting logistics such as location, equipment, and catering.
• Take detailed minutes during meetings, track action items, and follow up on decisions.
• Plan and book travel arrangements, including flights, accommodations, and transportation.
• Create detailed travel itineraries and ensure all logistics are in place for smooth travel.
• Oversee onboarding of new resources, ordering of equipment, and other administrative functions.
• Process expense reports and manage budgets related to executive activities.
• Assist with budget tracking, accruals, statement of work processing and document organization/storage in Contract Management tool.
• Plan and coordinate company events, conferences, and other special events.
• Manage event logistics, including invitations, agendas, and follow-up.
• Handle confidential and sensitive information with the highest level of discretion.
• Address and resolve issues as they arise, demonstrating proactive problem-solving skills.
• Adapt to changing priorities and handle unexpected challenges effectively.

Requirements

• 3-5 years of experience as an Executive Assistant or in a similar administrative support role.
• Advanced proficiency in Microsoft Office Suite (Excel, Outlook, Word, PowerPoint).
• Strong organizational skills with a keen attention to detail.
• Excellent verbal and written communication skills, with the ability to interact professionally with senior executives and stakeholders.
• Demonstrated ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• High level of discretion and confidentiality in handling sensitive information.

Benefits

• Health insurance
• Vision insurance
• Dental insurance
• Flexible spending accounts
• Health savings accounts
• Retirement savings plans
• Life insurance
• Disability insurance
• Paid time off
• Unpaid time off