Executive Assistant

Job Overview:
A highly organized and proactive Executive Assistant, dedicated to providing top-tier administrative support to the executive team. With exceptional organizational skills, a keen eye for detail, and a strong commitment to follow-through, the EA excels in managing multiple tasks efficiently. Able to anticipate needs and ensure seamless operations across various executive functions, this role requires maintaining professionalism, handling confidential information with discretion, and prioritizing responsibilities effectively to ensure success.

Qualifications:
Available to work 8:00 AM to 5:00 PM Pacific Time.
Minimum 2 years of proven Executive Assistant experience.
Highly organized with excellent follow-through and attention to detail.
Strong written and verbal communication skills (C1 or C2 level).
Proficient in Microsoft 365 (Outlook, Teams, Excel, PowerPoint, and other key tools).
Tech-savvy and eager to learn new tools/software.
Discreet and professional in handling sensitive information.
Ability to work independently and collaboratively in a dynamic environment.
Approachable, collaborative, and a team player with a positive attitude.
Experience in Property Management or Real Estate is a plus.
Experience with attorneys and legal teams is a plus but not required.
Athena experience a plus.

Key Responsibilities:
Calendar Management: Efficiently manage and protect the President’s time by scheduling meetings, coordinating travel arrangements, and handling executive expense reports.

Email and Inbox Management: Conduct daily inbox sweeps to maintain Inbox Zero, ensuring timely responses and optimizing the executive's time. Manage and respond to emails on the executive’s behalf as needed.
Assist with key projects, research, and initiatives as directed by the executive team.
Organize and maintain confidential files, reports, and presentations with discretion and attention to detail.
Assist in organizing company meetings, offsites, and other executive events to ensure successful execution.
Streamline workflows, implement best practices, and identify areas for improvement in executive support functions.
Anticipate needs and proactively manage executive requests to optimize productivity and efficiency.
Important Note: This role is ideal for someone who is proactive, self-directed, and possesses the qualities we are seeking. It is not suited for individuals who require constant guidance or lack the necessary drive and initiative.

What Success Looks Like in This Role:
To excel in this role, the Executive Assistant must demonstrate outstanding organization, proactive problem-solving, and strong execution. Success will be measured by the following Key Performance Indicators (KPIs):
Calendar & Time Management:
95% of meetings are scheduled and prepared for in advance, with minimal last-minute changes.
Executives report improved time management and efficiency.
Inbox & Communication Management:
Inbox Zero is maintained daily, ensuring no critical messages are missed.
100% of high-priority emails are flagged and responded to within 24 hours.
Task & Project Management:
90% of assigned tasks are completed on or before the deadline.
Proactive follow-ups on outstanding items to ensure timely completion.
Confidentiality & Professionalism:
No breaches of confidentiality or mishandling of sensitive information.
Consistently maintains professionalism in all interactions.
Event & Meeting Coordination:
100% of executive meetings and events are well-organized and run smoothly.
Positive feedback from attendees on meeting preparation and logistics.
Process Improvement & Efficiency:
Streamlined workflows lead to measurable time savings for executives.

This role is a key enabler of executive efficiency, allowing the leadership team to focus on strategic priorities without administrative roadblocks. A highly successful EA will take ownership, anticipate needs, and consistently deliver value.

In preparation for the interview, we kindly ask you to provide the following:

1. Self-Introduction Video: Please record a short video (1-2 minutes) introducing yourself, highlighting your relevant experience, and explaining why you are interested in the Maintenance Coordinator role.

2. Typing Test Result: Please complete a typing test and share the results with us. You can use any online typing test platform of your choice.

3. Internet Speed Test Result: Please perform an internet speed test and provide the results, particularly if the interview will be conducted virtually. You can use websites like speedtest.net for this purpose.

Please send these materials to us before your interview. If you have any questions or need further clarification, feel free to reach out to me directly.

We look forward to getting to know you better and discussing how you can contribute to our team.