Executive Assistant

$84,968 - $117,000/Yr

Prologis - Francisco, IN

Full-time - Senior

Francisco, IN

Real Estate

About the position

The Executive Assistant will support the Managing Director, Global Head of Strategic Capital in San Francisco, CA. This high-profile role requires the successful candidate to manage highly confidential and critical details while interacting comfortably and skillfully with senior-level executives both within and outside the company, as well as with customers, vendors, and visitors. The ideal candidate will exhibit strong organizational, written, and verbal communication skills, demonstrating confidence in their ability to engage with staff at all levels in a fast-paced environment. This position demands flexibility, proactivity, resourcefulness, and efficiency, all while maintaining a high level of professionalism and confidentiality. Attention to detail and the ability to anticipate the needs of the executive teams are essential attributes for success in this role. In this position, the Executive Assistant will be expected to apply common sense and execute tasks with minimal direction. The role requires the ability to accommodate a flexible work schedule based on the needs of management and the department. Key responsibilities include organizing and managing calendars for multiple managing directors, which involves making appointments, resolving overlapping commitments, and prioritizing sensitive matters. The Executive Assistant will also coordinate meetings and special events, such as department all-hands or off-sites, including the development of materials for these events. Additionally, the Executive Assistant will collect and prepare information for presentations and meetings for senior leadership and department staff, manage and reconcile monthly expense reports, and prepare and track group budgets. Processing invoices and researching payments with the Accounting team will also be part of the responsibilities. The role includes providing administrative assistance, such as writing and editing emails, drafting memos, and preparing communications on behalf of the executive. The Executive Assistant will manage the collection of quarterly department reporting and specific surveys, book and manage travel arrangements, including heavy international travel, and handle phone calls, screening incoming calls, and redirecting requests for department heads.

Responsibilities

• Organize and manage calendar for multiple managing directors, including making appointments and resolving overlapping commitments.
• Coordinate meetings and special events such as department all-hands or off-sites, including coordination and development of materials.
• Collect and prepare information used for presentations/meetings for senior leadership and department staff.
• Manage and reconcile monthly expense reports, prepare and track group budgets.
• Process invoices, research and trace payments with the Accounting team.
• Provide administrative assistance, such as writing and editing emails, drafting memos, and preparing communications on the executive's behalf.
• Manage the collection of quarterly department reporting and department specific surveys.
• Book and manage travel including heavy international travel.
• Answer phones, screen incoming calls, and redirect requests for department heads.

Requirements

• 5+ years of relevant experience in a senior/executive-level support in EA/PA role in a mid-to-large sized organization.
• Excellent knowledge of Microsoft Office package (Excel, Word, PowerPoint, Outlook, MS Teams).
• Advanced analytical inclination, specifically related to budgets & projects.
• Superior attention to detail and the ability to meet tight deadlines and juggle multiple requests.
• Integrity and discretion in handling confidential information and professionalism in dealing with senior executives is imperative.
• Demonstrated excellent communication skills, both written & verbal, self-starter, and proactive.
• Detail-oriented with strong planning, organizational and time-management skills.
• Ability to work well under pressure and occasionally work overtime.
• Flexibility and the ability to change directions quickly.

Benefits

• Compensation package including bonus determined by the candidate's education, experience, knowledge, skills, and abilities, as well as internal equity and alignment with market data.