Executive Assistant
Job Description
Our client is a fast-paced real estate development and hospitality firm, we create thought-provoking spaces and unforgettable experiences across student housing, multifamily, and mixed-use projects. Our team thrives on collaboration, big moves, and getting stuff done (GSD). They're a vibrant, design-driven group that moves fast and operates with heart. If you're ready to roll up your sleeves, make an impact, and grow in a dynamic environment, we want you to join their team!
Role Overview
We’re on the hunt for a proactive, organized, and upbeat Executive Assistant to support their Founder/CEO. This role is key to keeping the wheels of our fast-growing company turning smoothly. You’ll manage schedules, communications, travel, and support a variety of special projects. If you're someone who thrives on anticipating needs, juggling multiple priorities, and working closely with a team, this is your opportunity to play a vital role in keeping our leadership connected and productive.
Key Responsibilities
Calendar & Communication Management
- Mastermind executive calendars and ensure all meetings, calls, deadlines, and prep time are efficiently optimized
- Handle scheduling conflicts with professionalism and urgency
- Manage CEO inbox—prioritize, flag, and draft responses as needed
- Prepping CEO for meetings by gathering context and materials
Travel & Logistics
- Coordinate complex travel logistics (flights, hotels, ground transportation, itineraries)
- Stay ahead of travel needs, making sure to manage any last-minute changes
- Organize logistics for meetings, events, and offsites
Administrative & Project Support
- Draft, edit, and format presentations, reports, and internal documents
- Organize digital files and maintain key resources (bios, headshots, org charts)
- Process expense reports and track reimbursements
- Support personal tasks when needed to ensure CEO stays focused
Hiring & Onboarding
- Help schedule interviews and coordinate with candidates as we build out an executive support team for other key leaders in the company
- Assist in the onboarding process including calendar setup, team intros, and welcome materials
People Ops & Culture Support
- Organize birthdays, celebrations, and team recognition initiatives
- Coordinate holiday outing and touchpoints for important LPs and their teams
- Help plan and execute team events and gatherings
Confidentiality & Discretion
- Handle sensitive information with discretion and professionalism
- Build trust and rapport with executives and team members
Job Requirements
What We’re Looking For:
- 5+ years experience as an executive assistant, chief of staff, or similar role
- Exceptional organizational skills and an eagle-eye for detail
- Clear, concise, and polished written and verbal communication
- Ability to stay calm under pressure and manage a dynamic, fast-paced environment
- High emotional intelligence and a proactive, can-do attitude
- Proficiency in Google Workspace, Slack, and project management tools (Notion, Asana, etc.)
Preferred:
- Experience supporting teams in a fast-growing or start-up environment
- Familiarity with HR processes like hiring and onboarding
- Skilled at managing competing priorities across a variety of projects