Executive Assistant

Cushman & Wakefield - Saint Louis, MO

Full-time - Mid Level

Saint Louis, MO

Real Estate

About the position

Cushman & Wakefield, a global leader in commercial real estate services, is seeking a qualified Executive Assistant to support key leaders within our Global Occupier Services (GOS) group in the Central Region. This role is pivotal in ensuring the smooth operation of executive functions and requires a high level of professionalism, exceptional customer service skills, and the ability to interact effectively with a diverse range of internal and external stakeholders. The Executive Assistant will be responsible for supporting 2 to 3 senior leaders, managing their schedules, and facilitating communication across various levels of the organization. The Executive Assistant will be tasked with scheduling and organizing calendar activities, including meetings, agendas, and department activities. This includes resolving scheduling conflicts and ensuring that all stakeholders remain on schedule. Additionally, the role involves planning and coordinating travel arrangements, confirming business meals, and organizing events such as team meetings. The Executive Assistant will also prepare business expense reports, track their status, and resolve any issues that arise, often using their initiative and working with limited direction from their managers. In this position, the Executive Assistant will manage the Outlook inbox of the executives they support, draft and send emails and other communications on their behalf, and redirect matters to appropriate team members as necessary. They will also be responsible for scheduling, planning, preparing, and running meetings, as well as taking notes during calls or meetings to assist with follow-up actions. Maintaining confidentiality and managing sensitive information is crucial in this role, as is the ability to anticipate the needs of stakeholders and take proactive steps to ensure effective results are achieved in a timely manner.

Responsibilities

• Schedule and organize calendar activities such as meetings, agendas, and department activities.
• Resolve scheduling conflicts and keep stakeholders on schedule.
• Plan and coordinate travel arrangements.
• Plan and confirm business meals and events such as team meetings.
• Prepare business expense reports and track their status.
• Organize, prioritize, and manage Outlook inbox.
• Draft, review, and send emails and other communications on behalf of executives.
• Redirect matters to appropriate teammates or handle personally as appropriate.
• Schedule, plan, prepare, and run meetings on behalf of the executives and their teams.
• Take notes during calls or meetings and assist with follow-up as needed.
• Maintain confidential and sensitive information.
• Manage small initiatives on behalf of key stakeholders and their teams.
• Anticipate stakeholders' and business needs and undertake necessary actions.

Requirements

• 3-5 years of experience supporting an executive leader or team of leaders.
• Proficiency in Microsoft Office Suite, including Excel, Outlook, PowerPoint, Word, and Teams.
• Strong organizational skills and attention to detail.
• Ability to juggle multiple priorities and support multiple stakeholders simultaneously.
• Exceptional communication skills, both verbal and written.
• Ability to manage small projects with little to no oversight.
• Experience in commercial real estate is a plus.

Nice-to-haves

• Experience in a fast-paced environment.
• Technologically savvy with a resourceful attitude.
• Positive, can-do attitude with steady energy.