Executive Assistant

Role Overview

We are seeking a highly organized, proactive, and tech-savvy Executive Assistant (EA) to provide comprehensive, high-level administrative, operational, and strategic support. This role is designed for a self-motivated professional who thrives in fast-paced environments, possesses impeccable execution skills, and can operate independently with minimal supervision.

As a core collaborator to the executive team, you will manage critical day-to-day operations—ranging from high-level calendar triage and client communication to CRM optimization, presentation design, and AI-driven workflow efficiency.

Key Responsibilities

1. Calendar & Executive Coordination

• Calendar Triage: Manage complex, global calendars, prioritizing high-value executive invitations, client meetings, and stakeholder sessions across multiple time zones.
• Meeting Logistics: Coordinate meeting logistics, handle scheduling, cancellations, and comprehensive follow-ups.
• Briefing & Summaries: Prepare detailed meeting agendas, pre-meeting briefing documents, and post-meeting summaries highlighting actionable next steps.

2. Advanced Communication & Email Management

• Inbox Optimization: Organize, prioritize, and manage high-volume executive inboxes. Categorize communications into action tiers (e.g., immediate responses, drafted replies for review, and urgent items requiring direct executive intervention).
• Stakeholder Relations: Draft concise, professional, and brand-aligned emails for clients, partners, investors, and vendors.
• Inquiry Handling: Act as a professional gatekeeper by answering inquiry calls and responding directly to support or service-related emails.

3. CRM & Data Pipeline Management

• Data Integrity: Input, organize, and maintain meticulous records of contacts, accounts, prospects, and transactions across platforms like Zoho, HubSpot, or custom CRMs.
• Pipeline Tracking: Monitor conversion stages, log communications, set automated reminders, and generate management-level performance dashboards or tracking spreadsheets.

4. Project Coordination & Operational Support

• Task Ownership: Track project timelines, balance workflows, and ensure critical milestones are met within defined timeframes.
• Market Research: Conduct targeted industry research, vet prospect lists, compile competitive pricing matrices, and deliver summarized "Cliff Notes" briefs for leadership decision-making.
• System Optimization: Proactively identify workflow inefficiencies and recommend software integrations or systemic improvements.

5. Presentation, Content & Brand Support

• Deck Design: Convert raw executive inputs into polished, high-impact investor pitch decks and client proposals using PowerPoint and Canva.
• Digital Presence: Schedule and post curated brand content across LinkedIn, Facebook, Instagram, and other channels.

Qualifications:

• Experience:  A minimum of 1 year of experience as an Executive Assistant (specifically within relevant sectors like real estate, property management, or corporate environments)  and a proven track record as an Executive Assistant, Operations Coordinator, or Financial Analyst supporting C-suite executives or owner-led organizations.

• Technical Agility: Advanced proficiency in modern digital work suites:

  • Workspaces: Microsoft 365 (Outlook, Teams, Excel, PowerPoint) and Google Workspace.
  • AI Tools: Hands-on experience with prompt management and tools like ChatGPT, Claude, or Microsoft Copilot to optimize tasks.
  • CRM & Software: Experience with platforms like Zoho, HubSpot, or industry-specific systems (e.g., KW Command, Procore) is highly desirable.

• Communication Mastery: Exceptional written and verbal English communication skills, with the ability to articulate complex concepts cleanly and match the executive’s professional voice.

• Execution Mindset: Highly structured, details-oriented, and focused on follow-through; a professional who prioritizes "on the fly" and takes absolute ownership of assigned tasks.

• Reliability & Infrastructure: High reliability with zero tolerance for attendance or scheduling issues. Must possess a dedicated workspace, a stable primary internet connection, and a robust hardware/power backup plan to ensure operational continuity.

Preferred Qualifications

• A background or strong interest in rapidly evolving fields such as Real Estate/Construction, PropTech, HealthTech, AI, or Capital Markets.
• Basic conceptual understanding of graphic design, layouts, or data visualization.
• Familiarity working with basic financial reports (e.g., balance sheets, P&L statements, or forecasting templates).

Technical Infrastructure:

• Computer Requirements (Primary & Backup):

  • Processor: at least Intel Processors 8th gen (quad-core) or higher,or a comparable AMD processor.
  • RAM: At least 8 GB of RAM.
  • Operating System: Windows 11 64-bit or a more recent version is required.
  • A dual monitor set-up is a plus.

• Internet Connection Requirements:

  • Main Connection: A stable internet connection with a minimum speed of 10 Mbps.
  • Backup Connection: An independent backup internet connection, also with a minimum speed of 10 Mbps.