Corporate Executive Assistant

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Subject Line: Executive Assistant REI | Your Name
Send your resume to executiveassistant@jjproductions.online

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Monday to Friday
8-5PM US MST

Job Description
The Executive Assistant provides high-level administrative support to executives by managing and handling correspondence, and ensuring efficient daily operations. The role requires excellent organizational skills, discretion, and the ability to prioritize tasks in a fast-paced environment. Candidate must have experience with supporting executives, bookkeeping, transaction, ;payables and communication with vendors, clients and property management.

Support the CEO of multiple brands and multiple businesses
a) Manage CEO's 501c3 volunteer endeavors and events
b) Support the CEO's management efforts of 25+ staff members
c) Support the CEO's customer service efforts for past, current, and prospective customers and partners
d) Support the CEO's task management
e) Support the CEO's delegated task management
f) Support the CEO for personal matters not related to work
g) Oversee all work assigned to all Executive Assistants Full time and Part Time
2. Systems Admin
a) CRM Admin for the entire organization
b) G-Suite and Google Drive Admin for the entire organization
c) Godaddy Admin for the entire organization


3. Real Estate Investment Property Portfolio Coordinator
a) Manage and process utilities and payables
b) Manage property taxes
c) Manage insurance
d) Manage mortgage loans
e) Manage Property Manager
f) Manage capital improvements, repairs, and maintenance
g) Manage contractors and service providers
h) Manage routine and requested property inspections
i) Coordinate with accounting and bookkeeping and reconcile all accounts against the budget(s)
j) Coordinate with HOAs and CCRs


CEO's 501(c)(3) volunteer endeavors and events:
Event Planning and Coordination:
Vendor Management
Research and contact vendors for venues, catering, rentals, and entertainment.
Negotiate contracts and ensure services align with event needs.
Confirm bookings and oversee vendor timelines.
Event Logistics
Create and manage event timelines and schedules.
Coordinate transportation and accommodations for attendees or speakers.
Volunteer Management
Recruit, onboard, and assign roles to volunteers.
Stakeholder Communication
Liaise with board members, sponsors, and partners to ensure alignment.
On-Site Coordination
Coordinate and oversee event activities, including monitoring personnel and staff during the event.
Handle last-minute issues and ensure the event runs smoothly.

Marketing and Promotion:
Social Media and Content Creation
Design flyers, banners, and other marketing materials.

Administrative Support:

Budget Management
Monitor event expenses and ensure they align with the budget.
Process invoices and payments for vendors.
Database Management
Update donor and attendee records in google sheet.
Track sponsorships and in-kind donations.

Community Engagement:
Donor Relations
Coordinate donation drives, such as coat or food drives.
Ensure donors are recognized and appreciated through follow-ups
Event Feedback and Reporting
Collect feedback from attendees to improve future events.
Prepare post-event reports detailing successes, challenges, and outcomes.