Executive Assistant

AppleOne - New York, NY

Full-time - Mid Level

New York, NY

Administrative and Support Services

About the position

This position, based in New York City, provides administrative support to our CEO in a dynamic fast-paced environment. The role requires the qualified candidate to prioritize the CEO's needs and be proficient in various software applications, including scheduling and expensing systems. The candidate must be able to coordinate and operate cohesively with colleagues at various levels across multiple business units. The position is in-office from Monday to Thursday and remote on Fridays. The essential functions of this role include assisting with procurement, scheduling, planning, execution, and tracking of meetings. The candidate will coordinate with business unit colleagues, internal and external business partners, and vendors. Additionally, the role involves handling all CEO business and personal matters in the US. The ideal candidate will be an exceptional team player who is proactive, organized, detail-oriented, and possesses a strong sense of engagement and urgency to complete tasks. They will act as a liaison for the CEO and site personnel regarding operational processes and will be responsible for taking meeting minutes, keeping time during meetings, planning meeting times, and updating meeting schedules. Furthermore, the candidate will provide administrative support to the NYC office when the CEO is abroad.

Responsibilities

• Helping with procurement, scheduling, planning, execution and tracking of meetings.
• Coordination with business unit colleagues, internal/external business partners and vendors.
• Handle all CEO business and personal matters in the US.
• Act as a liaison for the CEO and site personnel with regards to operational processes.
• Responsible for taking meeting minutes, keeping time of meetings, planning meeting times and updating meeting schedules.
• Provide administrative support to the NYC office when the CEO is abroad.

Requirements

• Bachelor's degree highly preferred.
• Minimum 5 years of experience working as an executive administrative assistant or in a business support role, ideally within the real estate industry.
• Previous experience providing support to C-Suite executives.
• Project management skills to coordinate projects.
• Flexible to changes in the work or the organization.
• Previous experience with travel booking and expense reporting (CERTIFY experience preferred).
• Complex meeting scheduling experience.
• Professional demeanor and excellent written and verbal communication skills.
• Able to work within a fast-paced environment, adept at juggling multiple tasks and priorities and prioritizing independently.
• Strong attention to detail and problem-solving skills.
• Ability to maintain confidential information.

Nice-to-haves

• Basic accounting/finance knowledge is definitely a plus.
• 3 years plus experience may still be acceptable if profile/interview performance is outstanding.

Benefits

• Major medical, dental, vision, 401k and any statutory sick pay where required.