Virtual Executive Assistant to the CEO and Director of Operations

About Oxford Property Group
Oxford Property Group is one of New York City’s leading real estate brokerages, home to 1,000 licensed agents shaping the real estate landscape. We are committed to innovation, excellence, and supporting our team in achieving remarkable results.

Position Summary
We are seeking two Virtual Executive Assistants to provide comprehensive support to both our CEO and Director of Operations. These positions will share overlapping responsibilities and provide seamless coverage across a schedule of 6:00AM to 10:00PM (New York Time), Monday-Friday, with additional coverage on weekends.

The Virtual Executive Assistant plays a critical role in managing daily operations, supporting strategic initiatives, and ensuring the smooth functioning of professional and personal schedules. This role requires a proactive approach, exceptional organizational skills, and the ability to handle a diverse range of responsibilities. The role reports directly to the Director of Operations and works collaboratively to achieve company objectives.

Key Responsibilities
Administrative Support
- Manage correspondence, prioritize tasks, and handle confidential information of the CEO and Director of Operations with discretion.
- Maintain organized records and documentation for operational and strategic initiatives.
- Assist in the coordination and execution of special projects, ensuring all deliverables meet quality standards and deadlines.
- Adapt to the dynamic needs of the leadership team and proactively identify areas for process improvement.

Calendar and Meeting Coordination
- Coordinate professional and personal calendars for the CEO and Director of Operations, including meetings, appointments, flights, and personal engagements.
- Ensure alignment across stakeholders and resolve scheduling conflicts efficiently.
- Prepare agendas, take detailed notes, track action items, and ensure timely follow-ups to enhance productivity during meetings.

Business Management
- Support the management of business ventures, tracking progress and assisting with operational needs across various business units.
- Conduct market research and provide insights to help evaluate new business opportunities.
- Assist in the preparation of business plans, proposals, and financial projections for current and prospective ventures.

Data Management, Research, and Analysis
- Perform accurate and efficient data entry to support operational and strategic needs.
- Utilize QuickBooks and other tools to maintain accurate financial and operational records.
- Conduct research and data analysis on projects related to marketing, website development, and other strategic initiatives.
- Compile actionable insights and present findings to support decision-making processes.

Collaboration and Communication
- Act as a liaison between the leadership team and internal or external stakeholders, fostering positive relationships and clear communication.
- Work closely with the Director of Operations and other team members to maintain seamless workflows.

Qualifications
- Proven experience as an executive assistant or in a similar administrative role.
- General business knowledge and familiarity with business development, marketing, and website development.
- Experience running or managing a business is highly desirable.
- Strong organizational and multitasking skills with a high attention to detail.
- Ability to work collaboratively in a remote environment while maintaining a high degree of professionalism.
- Proficiency in QuickBooks and data entry.
- Exceptional proficiency in English (written and verbal).
- Professional experience in the USA is preferred.