Executive Assistant

Jonathan Rose Companies; New York (NY); Hybrid; USD 90,000 - 110,000; Full time

Benefits offered by this job

Medical

Dental

Vision

401K match

Paid holidays

Parental leave

Educational assistance

Job summary

Jonathan Rose Companies is seeking an Executive Assistant to provide advanced administrative support to the C-Suite in a hybrid NYC office.

The role requires 7–10 years of admin experience, a Bachelor's in General Business or Communications, and strong organizational and communication skills. The pay range is $90–110k, with benefits and opportunities in a green affordable housing leader.

Qualifications

• High-level interpersonal skills to handle sensitive/confidential situations.
• Ability to multi-task and meet deadlines.
• Excellent written and verbal communication skills.
• Proficient with Mac/PCs and Microsoft Office.
• Bachelor’s degree in General Business or Communication preferred; 7–10 years admin experience; 3–4 years in senior admin role; Notary preferred for NY.

Responsibilities

• Interfaces with company executives and internal/external stakeholders on day-to-day operations; handling confidential matters.
• Responds to questions with solutions requiring minimal guidance from executives.
• Authors complex correspondence and prepares materials for meetings and appointments.
• Provides back-up administrative support to Receptionist.
• Organizes executive calendars, schedules travel efficiently and prioritizes commitments.
• Summarizes incoming correspondence and publications; manages meeting materials.
• Generates/update reports and presentation materials as required.
• Plans and coordinates special events for top-level executives.

Skills

Interpersonal skills

Multi-tasking

Communication

Typing speed

Education

Bachelor’s Degree in General Business or Communication

7-10 years experience in admin roles

5-7 years in senior admin role

3-4 years with independent judgment

New York Notary preferred

Job description

Jonathan Rose Companies is one of the country’s leading owners, developers and operators of green affordable and mixed-income communities. Founded in 1989, Rose has created projects with more than $4.2 billion of value with a current portfolio of 19,000 apartment homes in 14 states and Washington DC.

Our mission is to create a more environmentally thriving, socially just world through the development, preservation, renovation and management of green, affordable and mixed income housing.

The firm is a fully integrated investment management, development and asset management company with, construction management, solar energy, mortgage finance and title company affiliates.

We strive to achieve positive environmental impact by investing in energy efficiency, decarbonization, and water conservation to reduce our use of natural resources and toxins. Our social impact is achieved by preserving and expanding housing affordability, and connecting our residents to health, education, financial, cultural and social services. And we aim to achieve these impacts in a co-creative process with governments, our residents and staff.

We are signatories to the United Nations Principles for Responsible Investing (UN PRI), benchmark performance annually through GRESB, and align our reporting with the Task Force for Climate-related Financial Disclosures (TCFD) guidelines, SASB Standards, and GRI Standards.

Position Description

The Executive Assistant is responsible for providing advanced, diversified and confidential administrative support to members of the C-Suite. The Executive Assistant performs duties using independent judgment and initiative to determine approaches or actions to take in non-routine situations. Interprets guidelines using policies and precedents. Handles a variety of situations involving clerical and/or administrative functions of the office or business unit without involving the executive.

This hybrid role will be based in our New York City Office.

The pay range for this position is $90-110k based upon factors including but not limited to related experience and time in the industry.

Essential Functions

OPERATIONS & CORRESPONDENCE

• Interfaces with company executives and other individuals both internally and externally on matters relating to the day-to-day operation of the department or business unit; these matters can, at times, be of a confidential nature.
• Responds to questions by identifying and implementing workable solutions to problems with minimal guidance from executive.
• Authors correspondence of a complex nature which requires understanding of executive's views, general office policies and technical matters; prepares moderate to complex materials needed by executive for general meetings and appointments.
• Provides back-up administrative in-office support to Receptionist.

COMMITMENT COORDINATION

• Organizes executive and performs support duties keeping business and scheduled commitments timely.
• Notes commitments made by executive during meetings.
• Establishes appointment priorities and rescheduling or redirecting meetings or invitations.
• Reads, reviews and often summarizes incoming correspondence and publications.
• Schedules travel in the most efficient, cost effective, and sustainable manner.

MATERIAL GENERATION

• Generates or updates reports, spreadsheets and other documents using a set schedule and prescribed approach.
• Creates and distributes presentation materials for meetings in collaboration with the executive.

SPECIAL EVENTS

• Plans and coordinates special events (meetings, conventions, etc.) for a variety of individuals including top-level executives and attendees.
• Negotiates most of the basic services associated with meetings and events to get best service at lowest cost.

Work Experience Requirements

• Must have high level of interpersonal skills to handle sensitive and confidential situations.
• Upbeat, positive and "can-do" attitude.
• Able to effectively multi-task and meet deadlines.
• Excellent written and verbal communication skills.
• Strong organizational, analytical and problem-solving skills.
• Must be able to adjust priorities and multi task, possess flexibility and adaptability to changing priorities and last minute requests.
• Ability to grasp complex tasks and carry out directions independently.
• Excellent computer skills and typing skills (60+ wpm).
• Proficient with Mac/PCs, Microsoft Office, calendar software.

Education Requirements and/or Years of Experience

• Bachelor’s Degree in General Business or Communication preferred.
• Minimum of 7-10 years of work experience in roles such as administrative assistant, project management, personal assistant or related areas.
• 5-7 years of experience in progressively responsible experience in a senior administrative or executive administration assistant role required.
• 3-4 years of experience with proven track record of independent judgment and decision-making when faced with matters of a confidential and/or non-routine nature.
• New York Notary Public License strongly preferred.

Rose Companies Benefits:

At Rose Companies our goal is to provide an affordable and comprehensive benefits package that provides security for you and your family and supports your overall wellbeing. Benefits offered include, but are not limited to: Medical, Dental, Vision, Flexible Spending Accounts, Life, Short-Term Disability, Long-Term Disability, 401K with company match, competitive paid time off policy, paid holidays, parental bonding leave and educational assistance.

Rose Companies is committed in policy and practice to providing equal employment opportunities for all applicants and employees, based upon their training, experience, and overall qualifications. Consistent with this commitment, discrimination against an applicant or employee based upon the individual’s race, color, creed, religion, sex, gender, age, national origin, ancestry, citizenship status, marital or familial status, sexual orientation, gender identity, gender expression, disability, military status, protected veteran status, genetic information, or any other condition or characteristic protected by law is strictly prohibited.