Executive Asst. - Business Info. Officer R242975

Cushman & Wakefield - Corinth, MS

Full-time

Corinth, MS

Real Estate

About the position

The Executive Assistant - Business Info. Officer position at Cushman & Wakefield, Inc. is a remote role based in the Jackson, MS area, specifically designed to provide comprehensive administrative support to three Executive-level leaders. This role is crucial in ensuring that the executives can focus on their strategic responsibilities while the Executive Assistant manages their day-to-day administrative tasks. The ideal candidate will possess 3-5 years of experience in a similar role, showcasing exceptional organizational skills and the ability to handle highly confidential information with discretion. Proficiency in the Microsoft Suite of products is essential, as the role involves extensive use of these tools to prepare documentation and manage schedules. In this position, the Executive Assistant will coordinate and manage the calendars of three executives, which includes scheduling meetings, appointments, and travel arrangements. The role requires resolving scheduling conflicts and prioritizing appointments to ensure optimal use of the executives' time. Additionally, the Executive Assistant will organize and prepare materials for meetings, including agendas, presentations, and reports, and will be responsible for arranging meeting logistics such as location, equipment, and catering. In some instances, the Executive Assistant will take detailed minutes during meetings, track action items, and follow up on decisions made. Travel arrangements are also a significant part of this role, where the Executive Assistant will plan and book travel, including flights, accommodations, and transportation, while creating detailed itineraries to ensure smooth travel experiences. The position also involves overseeing the onboarding of new resources, processing expense reports, managing budgets related to executive activities, and assisting with budget tracking and document organization in the Contract Management tool. Furthermore, the Executive Assistant will plan and coordinate company events, conferences, and other special events, managing all logistics including invitations and follow-ups. The role demands a high level of discretion and confidentiality, as the Executive Assistant will handle sensitive information and decisions, addressing and resolving issues proactively while adapting to changing priorities and unexpected challenges effectively.

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.
• Help 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.
• Maintain trustworthiness in managing executive-level information and decisions.
• 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, with proven ability to support multiple executives.
• 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.