Executive Assistant

Gainor Staffing; City of White Plains (NY); On-site; USD 80,000 - 100,000; Full time

Job summary

A leading full-service real estate firm is seeking a highly skilled Executive Assistant to provide top-tier support to their COO and CEO. This hybrid role involves managing schedules, correspondence, and various administrative tasks to ensure smooth operations. The ideal candidate will have 5-7 years of experience supporting senior executives, exceptional organizational skills, and proficiency in Microsoft Office. Join a dynamic team in White Plains, New York, and contribute to enhancing organizational efficiency.

Qualifications

• 5-7 years supporting senior executives, preferably in real estate development.
• High School Diploma/GED required; College Degree or relevant certification preferred.
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).

Responsibilities

• Manage all scheduling, including meeting invites and travel.
• Handle professional correspondence and manage the Outlook contact list.
• Prepare, distribute, and manage internal and external documents.

Skills

Organizational skills

Time-management skills

Communication skills

Discretion

Professional demeanor

Education

High School Diploma/GED

College Degree or relevant certification

Tools

Microsoft Office

Job description

Our client, afull-service real estate firm, is seeking a highly skilledExecutive Assistantto provide top-tier support to their COO and CEO. In this position, you will ensure smooth operations and facilitate efficient communication within and outside the organization. This is ahybridrole (2-3 days per week) inWhite Plains, New York.Responsibilities:

• Manage all scheduling, including but not limited to meeting invites, travel, conferences/events registration, and personal engagements such as restaurant reservations for the CEO and COO.
• Prioritize and organize busy calendars, ensuring seamless coordination of activities.
• Plan and coordinate team meetings, prepare meeting materials, organize internal and external reservations and events as requested by COO/CEO.
• Ensure the Front Desk Receptionist/Office Manager is fully trained as a backup in your absence and vice versa to allow for seamless coverage.
• Handle professional correspondence, including phone calls, emails, and affix the signature of the CEO/COO on any necessary documents. Manage the Outlook contact list for the CEO and COO. Serve as liaison with high-level contacts and maintain confidentiality.
• Handle all renewals of licenses, insurance etc. as requested
• Prepare, distribute, and manage internal and external documents, including reports, forms, presentations, and confidential financials.
• Provide comprehensive administrative support and assist with ad hoc personal requests.
• Work with the HR Director on the coordination of corporate events and sports ticket raffling.
• Refine internal processes to support executive functions and enhance organizational efficiency.

Experience:

• 5-7 years supporting senior executives, preferably in real estate development. (Affordable Housing experience a plus)
• High School Diploma/GED required; College Degree or relevant certification preferred.
• Exceptional organizational and time-management skills.
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).
• Excellent oral and written communication skills.
• Ability to handle sensitive information with discretion and professionalism.
• Can-do attitude. No task is too small mentality.
• Friendly and professional demeanor.

This position is hybrid in the office 2 -3 days per week.Salary Range: $80,000-$100,000 based on experience.Gainor is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions at Gainor are based on business needs, job requirements, and individual qualifications, without regard to race, color, religion, creed, sex, sexual orientation, gender (including gender identity and expression), age, national origin, immigration status, marital or familial status, citizenship status, ancestry, physical or mental disability, genetic information, reproductive health decision making, veteran or military status, or any other characteristic or status protected under applicable federal, state, or local law.